Achieving Financial Success: An Essential Guide For Small Business (New Zealand)

Achieving Financial
Success
an essential guide for small business (New Zealand)
About the guide
This guide has been adapted from Achieving Financial Success, a publication prepared by Jan Barned CPA, principal of
Financial Management Trainer (www.fmtrainer.com.au) and co-owned by CPA Australia the State of Victoria, Australia.
CPA Australia has been granted permission from the State of Victoria to reproduce Achieving Financial Success and to
modify the content to suit the New Zealand context.
The guide was adapted for New Zealand use by Staples Rodway. Staples Rodway is a national association of independent
practices, with firms in Auckland, Hamilton, Taranaki, Hawkes Bay, Tauranga and Christchurch. All Staples Rodway firms are
full-service audit, accounting, tax and business advisory firms. Firms within the network also offer specialist services, including
valuation, corporate finance and insolvency. Staples Rodway is an independent member of Baker Tilly International.
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This Guide reproduces sections of Achieving Financial Success (a publication co-owned by CPA Australia and the State
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CPA Australia also wishes to extend our appreciation to Staples Rodway for helping us make the content relevant for
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ISBN 978-1-921742-30-9
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completeness of any information in these materials. No part of these materials are intended to be advice, whether legal or professional. Further, as laws change frequently, you are
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Contents
Introduction 3
Glossary of terms used in this guide
Business finance basics
Chapter 1: Understanding financial statements

Profit and loss statement
6
7
Balance sheet
10
Statement of cash flows
12
Chapter 2: Assessing your businesss financial health
14
Liquidity ratios
14
Solvency ratios
15
Profitability ratios
15
Management ratios
15
Balance sheet ratios
16
Chapter 3: Budgeting
16
Profit and loss budget
17
Assumptions 18
Monitoring and managing your profit and loss budget
Improving business finances
Chapter 4: Maintaining profitability
20
21
21
Profitability measures
21
Discounting sales
23
Expense management
24
Chapter 5: Improving cash flow
25
Managing stock
26
Managing payments to suppliers
28
Managing work in progress
31
Managing debtors
32
Working capital cycle cash conversion rate
34
Chapter 6: Managing cash flow
36
Cash and profit
36
Cash flow drivers in your business
37
Cash flow forecasting
38
Financing your business
45
Chapter 7: Debt, equity or internal funds?

Comparing debt finance, equity investment and internal funds
45
45
Deciding between debt and equity
50
Understanding debt financing options long term vs short term
50
Chapter 8: Transactional banking to suit business needs

Transactional banking products
55
Merchant facilities
56
Transactional fees
56
Chapter 9: Importing and exporting finance
57
Alternative methods to manage foreign currency payments
58
International trade finance
58
Chapter 10: Applying for a loan
59
59
Preparing a loan application
59
Details of the loan required
60
Presentation of the loan application
64
The role of advisers
65
The finale
65
Chapter 11: Refinancing your debt
66
How refinancing works
66
Benefits of refinancing
67
Common dangers in refinancing
67
How to switch banks
68
Chapter 12: Managing your banking relationships
70
Annual review
70
Continuing relationship
70
If difficulties arise
71
Better business financial management

Chapter 13: Financial controls
57
Foreign currency payments
Managing lenders
55
72
72
Benefits of financial controls
72
Financial controls checklist
74
Appendix 1: Summary of hints and tips
77
Appendix 2: Sources of further information
83
Introduction
Small business is often driven by a passion for achieving

the owners desired outcomes. They may want to watch
a business grow from the start, be keen to enter into an
industry that provides great challenge, or be motivated by
personal reasons such as wanting to turn a hobby into a
business or develop a long-term retirement plan. Whatever
their reason, many small business owners do not have
formal financial management training (that is, they are not
an accountant or bookkeeper) and usually have limited
resources to fund this type of assistance.
For the success of any business, good financial
management is necessary. Good financial management
will go a long way in helping to ensure all your available
business resources are used efficiently and effectively and
provide an optimum return to you.
This guide has been designed to help those in small
business to develop the financial management skills that are
an essential part of business success.
Presented in easy-to-understand language, this guide
discusses the key financial aspects small business should
focus on to ensure good financial management is in place.
The areas discussed in the guide address the financial
aspects your business should consider and understand as
part of good financial management.
Of course, for each business, some of the areas will not be

relevant to every business. For instance, if you are providing
a service, then discussion of stock management will not
be relevant. Also, you will need to keep in mind the type
of industry in which you operate when considering good
financial management. For example, if you run a caf, you
will probably review stock levels every week, whereas a
small retail toy shop may do a stock count only once a year.
This guide has five sections, as set out below, each with
a number of chapters that discuss the key topics. Along
the way you will find hints and tips to help you focus on
the important messages, and these are summarised in
Appendix 1 for easy reference.
Section 1
Section 2
Improving business finance
Section 3
Section 4
Managing lenders
Section 5
Better business financial management
The guide is designed to provide an overview only and does

not constitute professional advice.
If these practices are implemented early, your business will

benefit from strong financial management and you will be
equipped with the financial tools to operate and grow a
successful business.
Glossary of terms used in this guide
As with any topic, there is a wealth of jargon and terminology specifically associated with financial management. It is helpful
for you to understand these terms when reading financial statements or when talking to finance professionals such as bank
managers. This knowledge will make you feel more confident and comfortable. The most basic and useful of these terms are
set out below.
Accrual accounting Recognising income and expenses
when they occur rather than when
they are received or paid for
Accounting entry
The basic recording of business

transactions as debits and credits
Accounting period
A period for which financial

statements are prepared
normally monthly and then annually
Asset
Anything having a commercial value

that is owned by the business
Break even
The amount, in either units or dollar

value, that the business needs to
achieve before a profit is generated
Budget
A financial plan for a business

(setting out money the business
forecasts it will receive and spend);
typically done once a year
Current assets
Assets that are likely to be turned

into cash within a 12-month period
Current liabilities
Liabilities that are required to be

paid within a 12-month period
Debtors
The money owed to you by your

customers
Depreciation
The write-off of a portion of a fixed

assets value in a financial period
Drawings
Assets of monetary value (they

can be cash or other assets)
permanently taken out of the
business by the owner(s) of the
business
Expenses
The costs associated with earning

the business income
Financial ratio
A method used to measure the

financial health of a business and
compare the operations of that
business with similar businesses in
the same industry
Capital expenditure The amount of money that is

allocated or spent on assets
Cash accounting
Accounting for transactions as they

are received or paid
Cash conversion rate The overall number of days to

convert your trade from the cash
outflow at the beginning of the
working capital cycle to cash
received at the end of the cycle
Cash flow
The flow of cash into and out of the

business
Cost of goods sold The total cost of all goods sold

(COGS)
during the period
Creditors
The money you owe your suppliers
Financial statements Financial statements (profit and

loss statement, balance sheet and
statement of cash flows) record the
financial performance and health of
your business for a given period
Forecasting
Predicting the future financial

performance of a business
Inventory
The stock that a business holds

to sell
Intangibles
Assets that dont have a physical

form (e.g. patents, goodwill)
Liability
The amount the business owes

external stakeholders
Receivables
Amounts that are owed to a

business; also known as debtors
Margin
Profit from sales before deducting

overheads
Revenue
The income the business earns

from its operations
Mark-up
The percentage by which the sales

price exceeds the cost
Retained profit
Profits that have not been

distributed to the owners
Owners equity
The amount of capital contributed

by the owners to form the business
or added later
Reserves
Retained profits that are held for a

specific purpose or the result of a
revaluation of assets
Overheads
Costs not directly associated with

the products or services sold by the
business
Working capital
The excess of current assets over

current liabilities
Work in progress
Profit
Revenue minus expenses
Purchase order
A commercial document issued by

a buyer to a seller, indicating the
type, quantities and agreed prices
for products or services the seller
will provide to the buyer
Stage at which an order has been

taken from the customer and
the business is in the process of
working to complete the order
Implementing good
financial practices
in your business
will provide
sound financial
information that
can identify current
issues and be used
to plan for the
successful financial
future of your
business.
Financial
statements provide
information on
how the business
is operating
financially and why.
Ensuring financial
statements
are produced
regularly will
provide financial
information
for continual
improvement
of business
operations.
Keeping the books for your business can provide valuable information to enable you to gain
a clear picture of the financial position of your business and an insight into how to improve
business operations. Good financial systems will assist in monitoring the financial situation,
managing the financial position and measuring the success of your business.
In this first section, we will look at the three key financial statements and then discuss how
you can use this information to improve business operations through ratio analysis and
preparing an operating budget.
Chapter 1: Understanding financial statements

Please note: this chapter is not designed to assist you with the preparation of financial
statements but to introduce you to what they look like and how they can be used to benefit
your business.
Every business requires some assets to be able to run the operations and ultimately make a
profit. This could be as simple as having cash in the bank, but is more likely to be a number
of assets, such as stock (only unsold stock is an asset), office equipment and perhaps
commercial premises. All of these items need to be paid for, so, when starting up a small
business, the owner or owners will need to invest some of their own money as well as
perhaps borrowing some from a lender such as a bank or investor.
There are three financial statements that record financial information on your business. They
are:
profit and loss statement (sometimes referred to as the statement of financial
performance or income statement)
balance sheet (sometimes referred to as the statement of financial position)
statement of cash flows.
Financial statements record the performance of your business and allow you and others
to diagnose its strengths and weaknesses by providing a written summary of the financial
activities for a given period. To proactively manage your business, you should plan to
generate these financial statements on a monthly basis, review the results and analyse
for improvements. Lets look at the financial statements and see how they can assist in
monitoring your businesss financial performance.

The profit and loss statement is a summary of a businesss income and expenses over a specific period. It should be
prepared at regular intervals (usually monthly and at financial year end) to show the results of operations for a given period.
Profit or loss is calculated in the following way:
Sales
Less
Sales discounts
sales
commissions
Equals
TIP
Regularly (every month) produce profit and
loss information and compare against the
previous months activities to ensure your
profit expectations are being met.
HINT
Only those businesses that have goods
(products) to sell will use the calculation of
cost of goods sold.
Net sales
Less
Cost of goods sold
Equals
Gross profit
Less
Expenses
(fixed & variable)
Equals
Equals
Opening stock
Plus
Stock purchases
Less
Closing stock
Calculating the cost of goods

sold varies depending on
whether the business is retail,
wholesale, manufacturing or a
service business. In retailing and
wholesaling, computing the cost
of goods sold during the reporting
period involves beginning and
ending inventories. This, of
course, includes purchases made
during the reporting period. In
manufacturing, it involves finishedgoods inventories, plus raw
materials inventories, goods-inprocess inventories, direct labour
and direct factory overhead costs.
In the case of a service business,
the revenue is derived from the
activities of individuals rather
than the sale of a product, so the
calculation of cost of goods sold
is a smaller task because of the
low-level use of materials required
to earn the income.
Net profit
7
Case study Joes Motorbike Tyres

Joe has decided to start up his own business and has been doing some research. He will sell motorbike tyres to
motorbike manufacturers. He is going to leave his employment and has saved some money to help him through the start
phase. He has decided that in the first year he is going to focus on getting the business established, so he believes that a
small profit (before interest and tax) of $5000 should be achievable. His research has shown him that the expenses to set
up and operate the business will be approximately $15,600 for the year.
Profit
Total cash needs
$5,000
plus operating expenses
$15,600
$20,600
From this information, Joe can see that he will need at least $20,600 to cover the operating expenses and achieve his
profit goal. Joes research has also highlighted that it is reasonable to expect to sell at least 1000 tyres in the first year.
Joe has negotiated with a supplier to provide the tyres at cost price of $31.20 each. Now we can work out, according
to Joes estimates, what sales need to be made to reach the profit goal. (Note that we do not consider Goods and
Services Tax (GST) anywhere in this guide. For more information on GST, contact Inland Revenue or your
accountant.)
Profit
$5,000
plus operating expenses
Plus cost of 1000 tyres
$31,200
(cost of goods sold)
Joe will need a total of
$51,800
to achieve his targeted profit
$15,600
Minimum selling price ($51,800 divided by the 1000 tyres he will sell) equals $51.80 per tyre.
Joe thinks he will be able to sell the tyres for $52.00 per tyre, so at the end of the first year, if all goes according to plan, his
profit and loss statement would look like this. (Note that we do not consider income tax anywhere in this guide. For
more information on income tax, contact Inland Revenue or your accountant.)
Joes Motorbike Tyres

Profit and Loss Statement
For the period ended at the end of Year 1
Income
Sales
$ 52,000
Total sales
$ 52,000
Cost of goods sold
Opening stock
Stock purchases
Less closing stock
$
$ 34,320
$ 3,120
Total cost of goods sold (COGS)
$ 31,200
(see note below)
Gross profit
Expenses
(1000 tyres @ $52 each)
$ 20,800
Advertising
$ 500
Bank service charges
$ 120
Insurance
$ 500
Payroll
$ 13,000
Professional fees (legal, accounting)
$ 200
Utilities and telephone
$ 800
Other: computer software
$ 480
Expenses total
$ 15,600
Net profit before tax
$ 5,200
Note: cost of goods sold calculation

Towards the end of the year, Joe manages to purchase 100 more tyres on credit from his supplier for an order in the new year. This
leaves him with $3120 of stock on hand at the end of the year.
Joes cost of goods calculation
Opening stock
Add stock purchased during the year
$34,320
Equals stock available to sell
$34,320
Less stock on hand at end of year
$ 3,120
Cost of goods sold
$31,200
(1100 tyres @ $31.20 each)
(100 tyres @ $31.20 each)
Where a business is a service business that is, you are selling services not goods or products the profit and loss statement will
generally not include a cost of goods sold calculation. In some instances, where labour costs can be directly attributed to sales, you may
consider including these costs as a cost of goods (services) sold.
Balance sheet
The balance sheet provides a picture of the financial health
of a business at a given moment in time (usually the end of
a month or financial year). It lists in detail the various assets
the business owns, the liabilities owed by the business and
the value of the shareholders equity (or net worth of the
business):
Assets are the items of value owned by the business.
Liabilities are the amounts owed to external stakeholders
of the business.
Shareholders equity is the amount the business owes
the owners.
Liabilities
$9620
funded
Assets
$54,820
through:
Shareholders
Funds
$45,200
HINT
This diagram shows how the balance sheet works.
The business requires assets to operate, and these
assets will be funded from the equity in the business
or the profit from the operations of the business or by
borrowing money from external parties.
The balance sheet can also be illustrated as:

Assets
$54,820
minus
Liabilities
$9620
equals
Shareholders
Funds
$45,200
The diagram above shows that the value of all of the assets
of the business less the value owed to external stakeholders
(liabilities) will equal the net worth of the business that is,
the value of the business after all debts have been paid.
Balance sheet categories

Assets can include cash, stock, land, buildings,
equipment, machinery, furniture, patents and
trademarks, as well as money due from individuals
or other businesses (known as debtors or accounts
receivable).
Liabilities can include funds made available to the
business from external stakeholders by way of loans,
10
overdrafts and other credit used to fund the activities of

the business, including the purchase of capital assets
and stock, and for the payment of general business
expenses.
Shareholders equity (or net worth or capital) is money
put into a business by its owners for use by the business
in acquiring assets and paying for the (sometimes
ongoing) cash requirements of the business.
Balance sheet classifications

For assets and liabilities, a further classification is made to
assist in monitoring the financial position of your business.
These classifications are referred to as current and noncurrent. Current refers to a period of less than 12 months
and non-current is any period greater than 12 months.
Current assets will include items that are likely to be turned
into cash within a 12-month period, including cash in
the bank, monies owed from customers (referred to as
debtors), stock and any other asset that will turn into cash
within 12 months. Non-current assets are shown next on
the balance sheet and are assets that will continue to exist
in their current form for more than 12 months. These can
include, for example, furniture and fittings, office equipment
and company vehicles.
In the same way, liabilities are listed in order of how soon
they must be repaid, with current liabilities (less than 12
months) coming first, then non-current liabilities (longer
than 12 months), followed by shareholders funds (equity).
Current liabilities are all those monies that must be repaid
within 12 months and would typically include bank
overdrafts, credit card debt and monies owed to suppliers.
Non-current liabilities are all the loans from external
stakeholders that do not have to be repaid within the next
12 months.
TIP
A prosperous business will have assets of the business
funded by profits, rather than relying on funding from
either external parties (liabilities) or continual cash
injections from the owner (equity).
Following on from the case study of Joes Motorbike Tyres, this is what Joes balance sheet would look like at the end of
Year 1:
Balance sheet
as at end of Year 1
Current assets
Cash
Debtors
Stock
$5,100
$18,000
$3,120
Total current assets
$26,220
Non-current assets
Computer
$5,500
Store fit out
$8,100
Office equipment
$15,000
Total non-current assets
Total assets
$28,600
$54,820
Current liabilities
Credit card
$5,500
Creditors
$4,120
Total current liabilities
$9,620
Non-current liabilities
Total non-current liabilities
Total liabilities
$9,620
Net assets
$45,200
Shareholders equity
Owners funds
Current year profit
Total shareholders equity
$40,000
$5,200
$45,200
11

The statement of cash flows is a summary of money
coming into, and going out of, the business over a specific
period. It is also prepared at regular intervals (usually
monthly and at financial year end) to show the sources and
uses of cash for a given period.
The cash flows (in and out) are summarised on the
statement into three categories: operating activities,
investing activities and financing activities.
HINT
Statement of cash flows shows only the historical data
and differs from a cash flow forecast.
Operating activities: These are the day-to-day activities
that arise from the selling of goods and services and usually
include:
receipts from income
payment for expenses and employees
payments received from customers (debtors)
payments made to suppliers (creditors)
stock movements.
Investing activities: These are the investments in items
that will support or promote the future activities of the
business. They are the purchase and sale of fixed assets,
investments or other assets and can include such items as:
payment for purchase of plant, equipment and property
Financing activities: These are the methods by which a

business finances its operations through borrowings from
external stakeholders and equity injections, the repayment
of debt or equity, and the payment of dividends. Following
are examples of the types of cash flow included in financing
activities:
proceeds from the additional injection of funds into the
business from the owners
money received from borrowings
repayment of borrowings
payment of drawings (payments taken by the owners).
As already mentioned, the statement of cash flows can be a
useful tool to measure the financial health of a business and
can provide helpful warning signals of potential problems.
Three warning signs, which in combination can indicate the
potential for a business to fail, are:
cash receipts are less than cash payments (that is, you
are running out of money)
net operating cash flow is an outflow (that is, it is
negative)
net operating cash flow is less than profit after tax (that
is, you are failing to collect your debts, paying creditors
too quickly or building up inventory).
TIP
Use the cash flow statement to determine if you are
spending more than you are earning or drawing out too
much cash from the business.
proceeds from the sale of the above

payment for new investments, such as shares or term
deposits
proceeds from the sale of investments.
12
Here is an example of Joes cash flow statement, showing

the relationship between the profit and loss statement and
the balance sheet.

Balance sheet
As at end of Year 1

For the period ending Year 1

For the period ending Year 1
Current assets
Cash
$5,100
Debtors
$18,000
Stock
Cash flows from operating activities
$3,120
$ 26,220
Non-current assets
Receipts from income
$52,000
Payments of expenses
($15,600)
Funding to debtors
($18,000)
($34,320)
Computer
$5,500
Stock movement
Store fit out
$8,100
Funding from creditors
Office equipment
Income
$4,120
Sales
Total sales
$52,000
$52,000
Cost of goods sold
$15,000
Total non-current assets
Total assets
Net cash from operating activities
$ 28,600
($11,800)
$ 54,820
Opening stock
Stock purchases
Less closing stock
Current liabilities
Cash flows from investing activities
Credit card
Creditors
Non-current liabilities
Cash flows from financing activities
Total non-current liabilities
Increase in short term debt

Total liabilities
$ 9,620
Net assets
$ 45,200 Proceeds from owners (equity)
Shareholders equity
Current year profit

Total shareholders equity
$3,120
$31,200
($28,600)
$5,500
Gross profit
$20,800
Expenses total
$15,600
Increase in long term debt
Net cash from financing activities
Owners funds
Net cash from investing activities
$ 9,620
$34,320
($28,600)
Payments for property, plant

and equipment
$5,500
$4,120
$0
Net increase in cash

$ 40,000
Cash balance as at start of year
$ 5,200
Cash balance as at end of year

$ 45,200
$40,000
$45,500
$5,100
$5,100
$5,200
Chapter 2: Assessing your businesss

financialhealth
Financial ratio
analysis will provide
the all-important
warning signs that
could allow you to
solve your business
problems before
they destroy your
business.
A helpful tool that can be used to predict the success, potential failure and progress of your
business is financial ratio analysis. By spending time doing financial ratio analysis, you will
be able to spot trends in your business and compare its financial performance and condition
with the average performance of similar businesses in the same industry.
Although there are many financial ratios you can use to assess the health of the business,
in this chapter we will focus on the main ones you can use easily. The ratios are grouped
together under the key areas you should focus on.
HINT
These ratios measure if your business has adequate long-term cash resources to cover
all debt obligations.
Liquidity ratios
These ratios will assess your businesss ability to pay its bills as they fall due. They indicate
the ease of turning assets into cash. They include the current ratio, quick ratio and working
capital (which is discussed in detail in chapter 5).
In general, it is better to have higher ratios in this category that is, more current assets
than current liabilities as an indication of sound business activities and the ability to
withstand tight cash flow periods.
HINT
Use these ratios to assess if your business has adequate cash to pay debts as they fall.
Current ratio =

One of the most common measures of financial strength, this ratio measures whether
the business has enough current assets to meet its due debts with a margin of safety. A
generally acceptable current ratio is 2 to 1; however, this will depend on the nature of the
industry and the form of its current assets and liabilities. For example, the business may
have current assets made up predominantly of cash and would therefore survive with a
relatively lower ratio.
Quick ratio =
Current assets inventory

Current liabilities
Sometimes called the acid test ratio, this is one of the best measures of liquidity. By
excluding inventories, which could take some time to turn into cash unless the price is
knocked down, it concentrates on real, liquid assets. It helps answer the question: If the
business does not receive income for a period, can it meet its current obligations with the
readily convertible quick funds on hand?
14
Solvency ratios
These ratios indicate the extent to which the business is
able to meet all its debt obligations from sources other
than cash flow. In essence, it answers the question: If the
business suffers from reduced cash flow, will it be able to
continue to meet the debt and interest expense obligations
from other sources? Commonly used solvency ratios are:
TIP
The quick ratio will give you a good indication of
the readily available cash to meet current debt
obligations.
Leverage ratio =
Total liabilities
Equity
The leverage (or gearing) ratio indicates the extent to

which the business is reliant on debt financing versus
equity to fund the assets of the business. Generally
speaking, the higher the ratio, the more difficult it will be
to obtain further borrowings.
Debt to assets =
Total liabilities
Total assets
This ratio measures the percentage of assets being

financed by liabilities. Generally speaking, this ratio should
be less than 1, indicating adequacy of total assets to
finance all debt.
TIP
These ratios indicate the extent to which the business
is able to meet its debt obligations from all sources, not
just cash flow (as is the case with liquidity ratios).
These ratios will measure your business performance and
ultimately indicate the level of success of your operations.
More discussion on these measures is found in chapter 4.
HINT
Gross margin ratio =

Gross profit
Net income
This ratio measures the percentage of sales dollars

remaining (after obtaining or manufacturing the goods
sold) to pay the overhead expenses of the business.
Net margin ratio =

Net profit
Net income
This ratio measures the percentage of sales dollars left

after all expenses (including stock), except income taxes.
It provides a good opportunity to compare the businesss
return on income with the performance of similar
businesses.
TIP
Comparing your net and gross margin calculations with
those of other businesses within the same industry will
provide you with useful comparative information and
may highlight possible scope for improvement in your
margins.
Management ratios
Management ratios monitor how effectively you are
managing your working capital that is, how quickly you
are replacing your stock, how often you are collecting debts
outstanding from customers and how often you are paying
your suppliers. These calculations provide an average
that can be used to improve business performance and
measure your business against industry averages. (Refer to
chapter 5 for more detail.)
HINT
Use the number of days for stock, debtors and
creditors to calculate the cash conversion rate for your
trading activities.
Days inventory =
Inventory
x 365

Cost of goods sold
This ratio reveals how well your stock is being managed.
It is important because it will indicate how quickly stock is
being replaced. Usually, the more times inventory can be
turned in a given operating cycle, the greater the profit.
Use gross and net margin calculations to measure and

monitor the profitability of your business operations.
15
Days debtors = Debtors

Net income
Return on investment = Net profit before tax x 100

Equity
x 365
This ratio indicates how well the cash from customers

is being collected referred to as accounts receivable.
If accounts receivables are excessively slow in being
converted to cash, the liquidity of your business will
be severely affected. (Accounts receivable is the total
outstanding amount owed to you by your customers.)
Days creditors = Creditors x 365

Cost of goods sold
This ratio indicates how well accounts payable are being
managed. If payables are being paid on average before
agreed payment terms and/or before debts are being
collected, cash flow will be impacted. If payments to
suppliers are excessively slow, there is a possibility that
the supplier relationships will be damaged.
TIP
Comparing your management ratio calculations to
those of other businesses within the same industry will
provide you with useful comparative information that
may highlight possible scope for improvement in your
trading activities.

These ratios indicate how efficiently your business is using
assets and equity to make a profit.
HINT
Use the return on assets and investment ratios to
assess the efficiency of the use of your business
resources.
The return on investment (ROI) is perhaps the most

important ratio of all, as it tells you whether or not all the
effort put into the business is, in addition to achieving the
strategic objective, generating an appropriate return on
the equity generated.
TIP
These ratios will provide an indication of how effective
your investment in the business is.
Budgeting is the tool that develops the strategic plans
of the business into a financial statement setting out
forecasted income, expenses and investments for a given
period. Budgets enable you to evaluate and monitor
the effectiveness of these strategic plans as they are
implemented and to adapt the plan where necessary.
Most small businesses operate without large cash reserves
to draw on; therefore, budgeting will provide the financial
information required to assess if your strategic plans will
support ongoing operations. In short, budgeting is the
process of planning your finances over a period. Budgeting
can also provide an opportunity to plan for several years
ahead in an effort to identify changing conditions that may
impact on business operations and cause unexpected
financial difficulty.
Good-practice budgeting requires the following:
preparation of strategic goals
budgeted timelines that align with the preparation of
financial statements
Return on assets =


Total assets
x 100
This ratio measures how efficiently profits are being

generated from the assets employed in the business. It
will have meaning only when compared with the ratios of
others in similar organisations. A low ratio in comparison
with industry averages indicates an inefficient use of
business assets.
16
regular comparison of budgets against actual financial

results as disclosed in the financial statements
scope for amending activities and targets where actual
results indicate that budgeted outcomes will not be met.
In short, budgets are one of the most important financial
statements, as they provide information on the future
financial performance of the business. If planned and
managed well, your budget will be the central financial
statement that allows you to monitor the financial impact of
the implementation of your strategic plans.

A profit and loss budget is an important tool for all businesses because where activities
can generate profit, your business will be less reliant on external funding. The budget is a
summary of expected income and expenses set against the strategic plans for the budget
period. This is usually one year, although in some cases the period can be shorter or longer,
depending on what you are going to use the budget for.
Although your accountant can be of assistance in the preparation of this budget, it is
important that you understand how it has been developed and know how to monitor the
outcomes against the prepared budget to ensure your business will achieve the required
financial outcomes.
HINT
By preparing a profit and loss budget annually, you will be in a position to determine if
your business plans will support the ongoing activities of your business.
A budget is the
future financial plan
of the business.
It is where the
strategic plans
are translated into
financial numbers
to ensure the plans
are financially
viable.
Preparing a profit and loss budget

The key to successful preparation of a profit and loss budget is to undertake the process in
an orderly manner, involving all key staff and ensuring the goals of the business are clearly
understood prior to the preparation. There are two methods of preparing a profit and loss
budget:
incremental where the previous years activities are used as the basis for preparation
zero-based where all the financials are prepared without consideration of past
activities.
For annual budgeting, the preferred method is incremental, as zero-based requires an
enormous amount of dedicated resources and time to prepare. In the case of project- or
activity-based budgets, zero-based may be more suitable, particularly for new projects for
which there is no previous financial data.
An annual budget preparation policy should be documented and followed. It could include
some or all of the following steps:
1. Review the approved strategic plan and note all required activities for the budget period.
2. Separate activities into existing and new for the new budget period.
3. Identify and document all assumptions that have been made for the budget period.
4. Review prior years profit and loss statements by regular periods (usually monthly or
quarterly).
5. Prepare the profit and loss budget for the selected period using all the steps listed above.
TIP
An independent profit and loss budget can be developed for separate projects to
assess the financial viability of each project.
17
Assumptions
To ensure your budget will be a useful tool, you need to
spend some time planning what you think is going to
happen in your business in the future. As you are preparing
your estimates on income and expenditure, you will be
estimating how your business will operate in the future, and
these are referred to as assumptions. When determining
your assumptions, it is best to use realistic targets that
you believe will be achievable. Using your historic financial
information and looking for any trends in this information
is a good place to start. Also, any industry information
provided by independent, reputable companies will give
your assumptions credibility. This is particularly useful if you
are going to submit your budget to a potential or current
lender or investor.
HINT
All assumptions made during the planning process of
preparing budgets should be realistic and documented.
Make sure you write down all the assumptions and then
establish a financial number that reflects the event. Once
you have completed the table of assumptions, attach
it to the budget. This way, you will remember what you
anticipated happening and, when reviewing your budget
against the actual figures, this will help to determine why
the actual results may not be the same as your budgeted
numbers. When listing your assumptions, if you believe
there is some risk the event may not occur, include
this detail, together with any actions you could take if a
particular assumption turns out to be incorrect. In this way
you will already have an action plan in place.
Lets return to Joes Motorbike Tyres and see how he is
going to set his budget for Year 2 of his business.
18
Using his first-year profit and loss statement, Joe is now

going to set some assumptions for the second year of his
business.
Assumption table
Assumption
Forecast
Sales
Increase
by 50%
Source
Forward
orders
Risk
Sales
remain
constant
or
decrease
Action
Review
stock
holdings
and
operating
expenses
Introduce
marketing
program
Cost of
goods
Remain
at 60% of
sales
Current
supplier
contract
Stock
prices
increase
Source
new
supplier
Salaries
Increase
to
$19,500
for year
In line with Cash flow Reduce

industry
shortage salary
standards
expense
Vehicle
expense
Purchase
vehicle
and
include
running
expenses
Required
for sales
and
marketing
Cash flow Review

shortage operational
activities to
identify
possible
expense
savings
We can see Joe is now confident that in the second year

he can increase his sales by 50 per cent. Of course, with
increased sales comes an increase in expenditure to
support these sales. He has developed a plan of what the
Year 2 profit and loss statement will look like.

Year 1
Year 2
Income
Sales
$52,000
$78,000
Total sales
$52,000
$78,000
Cost of goods sold
Opening stock
Stock purchases
$3,120
$34,320
$49,920
Less closing stock
$3,120
$6,240
$31,200
$46,800
$20,800
$31,200
Gross profit
Expenses
Advertising
$500
$1,000
$120
$200
Insurance
Payroll
Professional fees (legal,

accounting)
$500
$550
$13,000
$19,500
$200
$420
Stationery
Utilities and telephone
$250
$800
Vehicle expenses
Other: computer software
Expenses total
$880
$2,450
$480
$100
$15,600
$25,350
$5,200
$5,850
Joe will need to monitor his actual results, checking them against this budget, to ensure his
plan will be achieved.
TIP
When documenting your assumptions, include both the risk assessment of each
assumption and the anticipated action required to match the risk. That way, if actual
events do not match your assumptions, you will be well prepared and have an action plan
already in place.
19
Monitoring and managing your profit and

loss budget
In a timing variance, the estimated result did not occur

but is still expected to happen at some point in the future.
There are a number of ways that the profit and loss budget
can be managed. As noted in chapter 1, it is important
that regular preparations of financial statements in
particular the profit and loss statement are prepared so
that the actual activities can be compared with the budget.
Standard practice is to prepare monthly statements;
however, for smaller businesses, quarterly preparation and
comparison may be suitable.
In a permanent variance, the expected event is not likely

to occur at all.
Where the profit and loss statement is prepared on a

monthly basis, the budget will need to be separated into
months for the budget period. At the end of each month,
the actual results are compared with the budgeted results
and any variances analysed. Such variances should be
noted on the reports and explanations provided. Each
variance should be categorised as either a timing or a
permanent variance.
HINT
Remember, the more regular the reports, the quicker
operations can be reviewed for financial impact
so action can be implemented immediately where
required.
20
The power of this analysis is that each variance is

documented for future reference, and, where required,
action can be taken to counteract future variances or
implement new or improved activities to ensure the strategic
goals that underlie the budget can still be achieved.
TIP
Regular review of budget against actual results will
provide information on whether your business is on
track to achieve the plans formulated when you first
prepared your budget.
Improving business finances
Now you have been introduced to the basics of business finance, you can use these tools to
improve the financial management of your business. Proactive management of the financial
position of your business will ensure any issues encountered will be identified early so that
appropriate action to rectify the situation can be taken in a timely manner.
Through the use of the financial information discussed in the previous chapters, and by
implementing the processes introduced in this section, you will be well on the way to
achieving good financial management for your business.
Profitability and cash flow are the key areas that should be monitored on an ongoing basis to
help ensure your business prospers. This section of the guide presents a number of easyto-understand procedures and tools that can assist in maintaining profitability and improving
cash flow.
Managing business finances is all about taking a practical approach to maintain profitability
and improve cash flow, together with having the discipline to continually monitor and update
the financial information as circumstances change.

One of the most important challenges for any business is maintaining profitability. A profitable
business will ensure you can manage your business in line with your overall strategic
objective, whether it is to grow the business or to sell at a later date or some other objective.
In this chapter, we look at three useful tools that will help you monitor the profitability of your
business. We also discuss how discounting can affect your profit, and of course we look at
managing the expenses of the business to maintain profitability.
Once you have a profit and loss statement, you can use the tools explained below to ensure
you know:
that your profits are not being eroded by increasing prices in stock or expenses margin
how to set new selling prices when stock costs increase mark-up
how much you need to sell before the business is making a profit break-even analysis.
Margin
There are two margins that need to be considered when monitoring your profitability: gross
and net. For a service business, only net margin is relevant, as it is unlikely there would be a
direct cost of service provided.
Improving business
finances means
you need to take a
practical approach
to implement
new processes
that allow you
to monitor the
key aspects of
your business:
profitability and
cash flow.
It is very easy for
profitability to be
eroded if you do
not measure and
monitor on a regular
basis. Therefore,
it is important
to understand
how to use the
tools available to
continually evaluate
the profitability of
your business.
Gross margin is the sales dollars left after subtracting the cost of goods sold from net
sales. Net sales means all the sales dollars less any discounts to the customer and
commissions to sales representatives. By knowing what your gross margin is, you can
be sure that the price set for your goods will be higher than the cost incurred to buy or
manufacture the goods (gross margin is not commonly used for service businesses, as they
most often do not have cost of goods), and that you have enough money left over to pay
expenses and, hopefully, make a profit.
21
Gross margin can be expressed either as a dollar value

(gross profit) or as a percentage value that measures the
percentage of sales dollars remaining (after obtaining
or manufacturing the goods sold) to pay the overhead
expenses of the company. (The percentage value is
particularly useful if you are comparing your business with
other businesses in your industry or with past performance
of your business.)
Gross profit $ =
Gross margin % =
Net sales less cost of goods sold

Gross profit dollars
Net sales dollars
Net profit $ = Net sales less total of both cost of goods

sold and overhead expenses
Net profit dollars
Net sales dollars
The break-even calculation shows how many sales have to

be made, in either dollars or units, before all the expenses
are covered and actual profit begins.
This simple calculation is used to find where profit really
starts. The break-even point is calculated as follows:
Break-even $ =
x 100
Mark-up is the amount you sell your goods above what

it cost to purchase or manufacture those goods. It is
generally a meaningful figure only when referring to the sale
of products rather than services. It can be useful to use the
mark-up calculation to ensure you set the selling price at a
level that covers all costs incurred.
Cost of goods sold

Year 1
%
Sales
$52,000
100
Less cost of goods sold
$31,200
60
Gross profit
$20,800
40
Less operating expenses
$15,600
30
$5,200
10
Net profit
Mark-up % =
Sales less cost of goods sold

Cost of goods sold
$52,000 $31,200
=
=
Gross margin =
$31,200
x 100
x 100
66.67%
Net sales cost of goods sold
Net sales
x 100
$52,000 $31,200
=
=
22
Unit selling price less unit

costtoproduce
We can use Joes profit and loss statement for year 1 (from
chapter 1) to calculate the profitability measures for his
business.
Mark-up is calculated as follows:

Percentage value =
1 (Cost of goods sold / net sales)
Break-even % =
Mark-up
Sales less cost of goods

sold
(Expenses)
Expenses
x 100
Net margin is the sales dollars left after subtracting both

the cost of goods sold and the overhead expenses. The
net margin will tell you what profit will be made before you
pay any tax. Tax is not included because tax rates and tax
liabilities vary from business to business for a wide variety of
reasons, which means that making comparisons after taxes
may not provide useful information. The margin can be
expressed either in dollar value (net profit) or in percentage
value. (The percentage value is particularly useful if you are
comparing your business with other businesses in your
industry or with past performance of your business.)
Net margin % =
Break-even calculation
$52,000
40%
x 100
x 100
Net profit (dollars)
Net margin % =
Net sales (dollars)

$5,200
$52,000
=
Break-even $ =
TIP
x 100
Compare your profitability measures with those of

businesses within the same industry to ensure you are
competitive and achieving maximum profit potential.
10%
Discounting sales
(Expenses)
1 (Cost of goods sold / net sales)

($15,600)
1 ($31,200/$52,000)
$15,600
=
=
x 100
1 less 0.6
$39,000 (sales needed before any
profit will be made)
Summary of Joes Motorbike Tyres Profitability

measures
Discounting your goods or services to entice customers

to purchase may erode your profits. Of course, some
discounting can be beneficial; however, before you decide
to offer discounts, it is important to understand the impact
discounting will have on your profits. Alternatives such
as add-on products or services may deliver more dollars
of gross profit to the business and should be considered
before deciding to offer discounts.
In the previous section, we discussed sales net of discounts.
When you discount, you are effectively offering your goods or
services at a reduced selling price, and you will need to sell
more goods in order to achieve your gross margin.
Lets return to Joes Motorbike Tyres. He is considering
offering a 5 per cent discount to encourage more sales. If
gross profit is currently at 40 per cent Joe needs to increase
his sales volume by 14.3 per cent if he is to achieve the
same profit with the desired discount.
Mark-up 66.67%
Gross margin 40.00%
Net margin 10.00%
Break-even $39,000
HINT
Consider offering your customers add-on services as
an alternative to offering discounts.
The effect of discounting

And your present gross margin (%) is
10%
15%
20%
25%
30%
35%
40%
5%
100.0%
50.0%
33.3%
25.0%
20.0%
16.7%
14.3%
6%
150.0%
66.7%
42.9%
31.6%
25.0%
20.7%
17.6%
8%
400.0%
114.3%
66.7%
47.1%
36.4%
29.6%
25.0%
10%
200.0%
100.0%
66.7%
50.0%
40.0%
33.3%
12%
400.0%
150.0%
92.3%
66.7%
52.2%
42.9%
300.0%
150.0%
100.0%
75.0%
60.0%
If you cut your prices by
15%
23
If we put some numbers to this, we can see the results in

the box below.
Joe wants to discount his tyres by 5 per cent. To
maintain his current gross margin of 40 per cent,
he will need to increase sales units by 14.3 per cent
Joe is currently selling
1000 tyres
Increase volume by 14.3% = 1000 + (1000 x 0.143) =

1143 tyres
To maintain gross margin (and achieve target profit), Joe
will need to sell

1143 tyres if he sells at 5% discount.
In a service business, if the selling price is cut by 5 per cent

and the net margin is 30 per cent, sales will need to increase
by 20 per cent to ensure all operating costs are covered.
TIP
Always calculate the impact on profitability before
offering discounts.
Expense management
Good management of general expenses by the business
will contribute to increasing profits. By monitoring business
expenses, you may be able to identify where costs are
increasing and take action to ensure you maintain your net
profit margin.
HINT
Keeping a close eye on your expenses will ensure you
maintain the profitability of the business.
24
When monitoring expenses, dont forget to identify the

expenditure that keeps you in business (for example,
presentation of premises, marketing, staff training) and keep
these at sustainable levels.
To maintain constant rigour on expenses, continual review
will help identify where costs are getting out of hand. Dont
forget to use the profitability measures, as they are the
simplest and quickest way to see if your profits are being
eroded. Here are some other ideas to help you manage
expenses:
Consider joining forces with other businesses to benefit
from group buying discounts.
Investigate companies that provide access to discount
services for bulk orders.
Seek quotes for different services to ensure you are
paying the best possible price for your expenses.
Often, if you are a member of an industry association, the
association may have established relationships with service
providers such as insurance companies and you may be
able to access discounted services or products through
your membership.
However, be careful not to focus too much on individual
expenses. The dollars you could save from such an exercise
might be outweighed by the cost of your time and the
aggravation such a focus may cause your staff, suppliers or
customers.
TIP
Look for opportunities to join with other businesses
for group buying that could provide discounts on your
expenses.
Chapter 5: Improving cash flow

One of the most important aspects of running a business is to ensure there is adequate cash
flow to meet all short-term obligations. The survival of your business will depend on this. Referred
to as working capital management, this is all about setting up strategies to ensure there is
enough cash in the business to operate on a day-to-day basis without facing a cash crisis.
Working capital in business is made up of these core components:
stock management
payment of suppliers (creditor payments)
work in progress
collection of cash from customers (debtor collection).
Often referred to as the working capital cycle, this is really about the length of time from
using your cash to purchase stock (or perhaps getting it from a supplier on credit terms), and
using the stock, possibly for a manufacturing purpose (creating part of the cycle called work
in progress), to securing the sale and receiving the cash.
Here is a diagram of the working capital cycle:
Manufacturer or product provider
Service provider
CASH
Purchase
stock
Debtors
CASH
Debtors
Working capital
is the shortterm capital that
works for the
business. This
includes stock,
work in progress,
payments to
suppliers and
receipts from
customers. By
working your cycle
more efficiently,
you have cash
more readily
available to use in
other parts of the
business.
Sales
Supplier
payment
Sales
Work in
progress
Between each stage of the working capital cycle, there is a time delay. Some businesses
require a substantial length of time to make and sell the product. In these enterprises, a large
amount of working capital will be needed to survive. Other businesses may receive their cash
very quickly after paying out for stock perhaps even before they have paid their bills. Service
businesses will not need to pay out cash for stock and therefore will need less working capital.
The key to successful cash management is carefully monitoring all the steps in the working
capital cycle. The quicker the cycle turns, the faster you have converted your trading
operations back into available cash, which means you will have increased the liquidity in your
business and will be less reliant on cash or extended terms from external stakeholders such
as banks, customers and suppliers.
The following sections provide information on some of the ways you can make the working
capital cycle move more quickly and improve the cash flow in your business.
25
Managing stock
Stock management is about having the right level of stock to satisfy the needs of your customers and managing the stock to
identify excess or aged stock.
Of course, stock has to be funded, either from existing cash in the business or from borrowings, so it is important the stock
levels are managed so they use up the minimum financial resources necessary. This does not necessarily mean keeping low
levels of stock, but rather ensuring that stock is held for the shortest possible time, which means it will be converted into cash
quickly. (Too little stock can impact sales, so the key is to find the appropriate level, which will change over time.)
However, maintaining stock comes with a cost. It is estimated that holding stock can cost anything between 10 and 30 per
cent of the value of the stock. This includes storage, insurance, keeping accurate tracking records and proper controls to
avoid theft.
Efficient stock control involves three elements:
HINT
Setting up good stock control procedures will ensure cash is not tied up in holding unnecessary stock.
stock review
buying policy
operational issues.
The following checklist will help you determine what measures for stock control you may need or can use to improve your
existing procedures.
Checklist for managing stock
1. Stock review
Action
Description
List all stock held.
Determine the current level, what items are held and the value of stock on hand.
Review sales of stock.
Look at sales records to find out which items are good sellers and which are slow moving.
Dont forget to look at seasonal trends. If you manage your debtors well, a focus on the good
sellers should increase cash flow.
Work out which items of stock sold make the highest gross margin. This is important, as you
may then be able to improve profit by focusing more energy on these sales.
List slow-moving, aged

and excess stock.
Update stock records.
Make a list of slow-moving, aged and excess stock items and develop an action plan to move
this stock immediately, even if at lower than cost. This will generate cash to invest in new stock
that will move more quickly and free up display space for faster moving stock.
Update your stock records with the current levels and then implement a policy to track all
movement of stock. This will help ensure stock is reordered only when needed, and will
highlight any theft or fraud that may occur.
2. Buying policy
Action
Description
Understand what is core Identify stock that you simply must never run out of in order to maintain sales momentum and
stock.
ensure customers are never disappointed over the basic products in your range.
Tighten the buying of
stock.
26
Know the volume sales per stock item. This will help you buy the right quantities. Carrying
too little stock may discourage customers, as you may not be able to satisfy their needs
immediately, but carrying too much stock means you are tying up cash that could be put to
better use.
Negotiate with suppliers.
Negotiate deals with suppliers, but avoid volume-based discounts. When money is tight, there
is no point investing in next months stock without good reason. Instead of volume discounts,
try to negotiate discounts for prompt settlement (unless your cash position is poor), or negotiate
for smaller and more frequent deliveries from your suppliers to smooth out your cash flow.
Beware of discounts
offered.
Dont let discount prices drive your stock-buying decisions. Buy stock you can sell at a profit in
a reasonable time frame.
3. Operational issues
Issue
Description
Supplier service
Suppliers can assist in stock management by providing access to stock only when you need
it (called JIT, for just in time) and by guaranteeing good delivery service. By ordering less stock
more frequently and arranging better delivery schedules, you can reduce stock quantities,
saving valuable cash resources and improving liquidity without reducing sales.
Advertising and
promotion
Before launching a promotion, ensure you have adequate stock or can source adequate stock.
If you have taken on larger than normal quantities, make sure you have a backup plan if they
dont sell during the promotion.
Sales policy
This can have a strong influence on stock levels and should be managed with a view not only
to maximising sales, but also to minimising investment in working capital. This can be achieved
by directing policy towards a higher turnover of goods, selling goods bought at bargain prices
faster and clearing slow-moving items.
Customer delivery
Ensuring goods are delivered to the customer faster means the stock is moved and the cash for
the sale will come in more quickly.
TIPS FOR IMPROVING STOCK CONTROL

For fast-moving stock, negotiate with suppliers for delivery when required (called JIT, for just in time), eliminating the
need to hold a large inventory to meet customer demand.
For aged and excess stock, either sell at whatever price it takes to move it, or donate it to a charity or community
group. (Dont forget to advertise that you have made a donation!)
Keep accurate stock records and regularly (at least once a year) match the records to a physical count. If there are
large variances between the records and the physical count, do the count more regularly until the anomalies are
identified and corrected.
Understand your stock for example, which items move quickly, which items contribute the highest gross margin
and which ones are seasonal. This will help you determine how much of each line of stock to keep on hand and when
reordering is required.
Use your financial system to track stock items. This will help with both:
automating reorder requirements
matching different stock items to sales and easily identifying high-margin sales.
Keeping good control over your stock holdings will ensure you keep aged and excess stocks to a minimum and
reduce the risk of theft, while still having adequate stock levels to meet your customers needs.
27
Using numbers to manage stock

Days inventory ratio
This ratio reveals how well your stock is being managed. It is important because it will indicate how quickly stock is being
replaced, and the more times inventory can be turned (replaced) in a given operating cycle, the greater the profit.
Days inventory ratio is calculated as follows:

Days inventory =
Stock on hand
Cost of goods sold
x 365

Days inventory =
$3120
$31,200
x 365 = 36.5 days
This calculation shows that, on average, Joe holds his stock for 36.5 days.
Stock turn
This calculation shows the effectiveness of your planning of stock holdings. A low stock-turn rate will show you are not
moving stock, which could lead to excess or aged stock and, of course, higher holding costs. A high stock-turn rate could
indicate you run the risk of not having adequate stock on hand to supply customers needs.
Stock turn is calculated as follows:
Stock turn =
Cost of goods sold

Stock on hand
Stock turn =
$31,200
$3120
= 10 times
This calculation shows that Joe turns his stock over, on average, 10 times per year.
The days inventory and stock-turn calculations should be compared with industry averages to provide the most useful
information. Comparing these measures regularly with previous periods in your business will also provide information on the
effectiveness of stock management within your business.
Managing payments to suppliers

The payment of suppliers will impact your cash flow. Often, start-up businesses will have to pay suppliers in cash on delivery of
goods or services because they do not have a trading history. The supplier will not be prepared to provide the goods or services
on credit because they cannot be sure the business will be profitable or even still operating in the future. Once your business is up
and running, there is likely to be some scope to negotiate with your suppliers so that you can pay on credit and free up cash flow.
Making full use of your payment terms with your supplier is effectively an interest-free loan. Therefore, it is important to
manage your suppliers and the payments to them in the same way as you manage the other key components of the working
capital cycle. Effective management of suppliers and the payments to them consists of three key elements:

supplier selection
payment terms
managing relationships.
HINT
Setting up good management procedures will ensure you get the most out of your relationship with suppliers.
28
The following checklist will help you review what procedures you may need to improve your existing supplier procedures:
Checklist for managing suppliers and payments to suppliers
1. Supplier selection
Action
Description
Prioritise.
Determine your priorities in relation to your suppliers. What is most important for your business? Is it
quality, reliability, returns policy, price, terms, or a combination of some or all of these factors?
Determine preferred
suppliers.
Prepare a list of preferred suppliers.
Check references.
Undertake credit and trade reference checks for each supplier on the list.
Select supplier(s).
Select supplier(s) based on your priorities and results from credit and trade checks.
Establish alternative
supplier(s).
If you have one main supplier, be sure you have an agreement in place with an alternative
supplier to cover any risk that the chosen supplier cannot provide the agreed service at any
time.
Review regularly.
Monitor the selected supplier(s) and regularly review their performance against your priorities.
(Often, the priorities change as the business grows.)
2. Payment terms
Action
Description
Negotiate terms.
Agree payment terms with suppliers before entering into the transaction.
Include terms on the

order.
Document standard payment terms on each purchase order.
Consider discount benefit.
Calculate the benefit of taking a discount for early payment.
Pay on terms.
Ensure all suppliers are paid on agreed terms not earlier and not too late. (Check this on a
regular basis.)
Develop damaged goods

procedures.
Have an agreed process in place to cover the supply of damaged goods or unsuitable goods.
Do not withhold payment without communicating to the supplier that there is a problem.
Review terms regularly.
Review the terms with each supplier regularly. If you find an alternative supplier that can provide
better terms, discuss this with your existing supplier before changing over. They may be able to
match this offer and will appreciate the loyalty you have shown.
3. Managing relationships with suppliers

Action
Description
Meet regularly.
Meet regularly with the main suppliers to discuss the progress of your business. (They are often
able to assist with increased credit terms, new products and the like.)
Adhere to payment
terms.
Ensure agreed payment terms are adhered to.
Establish a nonpayment process.
Ensure there are processes in place for when suppliers are not paid on time (that is, they can
contact someone to discuss the situation).
Communicate.
Communicate with suppliers when payment needs to be delayed; if possible, set up an agreed
payment arrangement, and make sure you stick to it. Summarise this agreement in writing and
ensure the senior finance person (or owner) receives a copy.
Be a good customer.
To maintain good relationships with key suppliers, be seen as a solid, reliable customer.
29
TIPS FOR IMPROVING SUPPLIER PAYMENTS

Extend payment terms. Lengthening the payment from 30 to 45 days may help to smooth out fluctuations in cash
flows.
Ask larger companies (such as utilities) whether they will accept quarterly payments, which can help in forecasting
cash flow requirements.
Specify that payment terms commence from complete delivery, as opposed to part delivery. This should also include
goods or services that have not been provided as agreed.
Where goods are returned, either:
a new invoice should be raised, and this is the initiation of the payment terms, or
disputed invoices are held over until a credit note is received.
Initiate a structured payment run, usually once a month (on the last day of the month) and stick to it.
Ensure your systems have good controls so suppliers are not:
paid early. Where financial systems are used, ensure payment date is automated from approved supplier details
and no change to the automated date is possible without authorisation.
overpaid. All received goods must be checked against purchase orders and the totals on invoices checked.
paid twice. Pay only on statement.
Continually review supplier contracts for opportunities such as:
improved pricing
effective discounting
improved delivery. (You will not need to order so early and therefore will be able to defer payment.)
Using numbers to manage payments to suppliers

Days creditors ratio
This ratio indicates how well accounts payable (payments to suppliers) is being managed. If these payments are being paid,
on average, before agreed payment terms, cash flow may be impacted. If payments to suppliers are excessively slow, there is
a possibility relationships with suppliers will be damaged.
The days creditors ratio is calculated as follows:
Days creditors =
Accounts payable
Stock on hand
x 365
Note: Accounts payable is the amount owed to your suppliers at the time of the calculation.
Days creditors =
$4120
$52,000
x 365 = 28.92 days
This calculation shows that Joe pays his suppliers on average every 29 days.
30

Work in progress is where an order has been taken from the customer and you are in the process of working to complete
the order. Of course, in most circumstances there will be many orders in progress, so you will need good management
systems in place for efficient execution of customer orders. Work in progress is often thought to be relevant only in
manufacturing business; however, some retail and service businesses will also have a form of work in progress from the
time of the customer order to delivery.
Managing work in progress is important because the quicker the job can be completed, the earlier the invoice can be raised
and the cash received for the job.
HINT
The key to managing work in progress is a good record-keeping system.
The following checklist will assist you in comparing your work-in-progress procedures and may help to identify some
improvements.
Checklist for managing work in progress
Action
Description
Record all details at

order.
Ensure all orders are recorded when taken and all relevant details are noted, such as
when the order is due, any payment received (such as a deposit), any progress payments
to be invoiced, how long the job takes to complete and any additional costs incurred in
completing the job.
Track progress of
outstanding orders.
Have procedures in place to track all outstanding orders and rank them by priority. The
procedures should highlight any actual or potential delays and outline steps for action
when delays occur.
Invoice on delivery.
When an order is completed, ensure the invoice is raised and sent with the goods.
Use records for cash

flow forecasting.
The record-keeping system should provide details of expected completion, delivery and
invoice date, and therefore provide information on cash receipt to assist in cash flow
forecasting.
TIPS FOR IMPROVING WORK IN PROGRESS

Order stock only when you are ready to use it, effectively reducing the number of days held (and hence paid) before
production begins.
Identify any bottlenecks in the production process and look for improvements.
Look at the process, including the physical layout of goods, and identify possible improvements to speed up the
movement through the work-in- progress stage.
Before accepting the order, ensure you know how much stock you need to have on hand to complete the order. Delay
in receiving goods is delay in preparing the sale.
Review work-in-progress procedures annually to identify possible procedures or technology that could improve the
process.
Where specific materials are required for the customer order (such as fabric for covering a couch), include in your
order agreement that the customer pays a deposit up front before the order is commenced.
31
Managing debtors
Sales income is a cash flow driver of all businesses and converting the sale into cash is one of the most important processes
in any business. Where sales are offered on credit, financial systems will refer to the amount outstanding as a debtor.
Managing the payments due from debtors can consume a lot of unnecessary effort if proper controls and procedures are not
put in place at the outset.
Your customers are your key to business success; however, until you receive the cash for the sale, effectively you have given
a donation to your customers! So it is important to manage all outstanding payments from your customers and ensure you
have good procedures in place to encourage your customers to pay the correct amount on time.
Efficient debtor collection procedures include:
credit controls
payment terms
managing customer relationships.
The following checklist can be used to compare your existing procedures for collecting outstanding amounts from your
customers and help identify possible improvements:
Checklist for managing debtors
1. Set up credit controls.
Action
Description
Record customer credit

check.
Establish a system that documents each credit check for all new customers to ensure the
process has been properly undertaken.
Rank all customers

according to credit risk.
Credit-risk rating could be based on criteria such as the length of time they have been in
business, the quality of the credit check or the credit limit allowed for each customer.
Set credit limits.
Set appropriate credit limits for each customer. The limit should be set in accordance with the
credit-risk rating as set out above.
Regularly review credit

checks.
During tough times, some customers credit status may change.
Record customers limit

usage.
Make sure your system tracks customers outstanding credit and notifies relevant staff if the
limit has been exceeded. Ensure this notification happens before the next sale.
Establish policies for

exceeded limits.
Document procedures to be undertaken when a credit limit is exceeded and ensure all relevant
staff are aware of what needs to be done.
2. Establish payment terms.

Action
Description
Include terms on invoice.
Document standard payment terms on each invoice.
Communicate terms to
all staff.
Ensure all staff (including sales representatives) are aware of the payment terms and that they
stick to them.
Implement late payment

procedures.
Implement systems to ensure all payment terms are met. Send out regular reminders and follow
up on late payments.
Manage returned goods.
Have a policy and process in place for returned goods to ensure payment is not delayed for any
length of time.
32
3. Managing customer relationships.

Action
Description
Meet regularly.
Meet regularly with your customers, particularly key customers. Sometimes visiting their
premises will help you understand their business requirements and financial position.
Review payment terms.
Regularly review the actual payment and agreed terms for each customer. If you find a
customer is continually paying outside the agreed terms, meet and discuss the issues.
Implement a nonpayment process.
Ensure there are processes in place for customers when products or services are not provided
as expected (returned goods). Implement a policy that covers how to correct this type of
situation.
Communicate.
Where an order or delivery is going to be delayed, communicate with the customer and discuss
alternative solutions. Agree a completion date with the customer only if you are certain you can
meet the deadline.
Be a good supplier.
Be seen as a solid, dependable supplier to your customers.
TIPS FOR IMPROVING DEBTOR COLLECTIONS

Send out invoices as soon as work is completed, not at the end of the week or month.
Provide incentives to pay early (for example, a discount), but take account of the impact on profit margin.
Make it easy to pay via direct credit arrangements, EFTPOS or credit card.
Where commission is paid to sales staff, pay it on amounts collected, rather than on total sales amounts booked.
Run regular reports to identify when payments are due (aged debtors report).
Identify slow-paying customers and make contact early to discuss any problems (such as faulty goods, inadequate
service or inability to pay).
Monitor and regularly contact non-paying customers.
Make arrangements for non-paying customers (set up payment plan to clear the debt).
Implement a policy to stop supplying a customer until all debts are cleared.
Send letters of demand for long-outstanding debts.
If necessary, use a professional debt collector.
Remember, a good customer is one that pays. If you are not collecting the cash from your customer, then your
organisation is funding your customers business as well as your own.
33
Using numbers to manage payments from customers

Days debtors ratio
This ratio indicates how well the cash from customers is being collected. Referred to as accounts receivable in accounting
terms, this is the total outstanding amount owed to you by your customers. If these receivables are not collected reasonably
in accordance with their terms, you should rethink the collection policy. If receivables are excessively slow in being converted
to cash, the liquidity of your business will be severely affected.
The days debtors ratio is calculated as follows:
Days debtors =
Accounts receivable
Sales revenue
x 365

Days debtors =
$18,000
x 365 = 126 days

$52,000
This calculation shows that, on average, Joe collects from his debtors every 126 days.
Working capital cycle cash conversion rate

The overall number of days to convert your trade from the cash outflow at the beginning of the working capital cycle to cash
received at the end of the cycle can be calculated by the cash conversion rate.
HINT
Calculate the cash conversion rate and compare this with the standards within your industry. Using each of the tips in
the sections above, identify which areas of the cycle are problematic and prepare an action plan to improve the cash
conversion rate.
Cash
Purchase
stock
Debtors
Supplier
payment
Sales
Work in
progress
34
Cash conversion rate calculation

The cash conversion rate is calculated as:
Days stock
Plus
Days debtors
Less
Days creditors
Less
Days creditors
28.9

Cash conversion rate
Days stock
36.5
Equals
Plus
Days debtors
126
Cash conversion
rate
133.6
This calculation shows that for Joes Motorbike Tyres the

working capital cycle takes 133.6 days from the start of the
transaction to when the transaction is completed and
converted back to cash.
TIP
Regularly calculate your cash conversion rate and implement improvement to your working capital to free up idle cash
that is not being used within the business. This will reduce the need to borrow additional funds to support the operations
of the business, decrease reliance on funds from financiers and reduce any interest expense incurred.
35
A business can
be profitable but
still have cash
flow issues. It
is important
to implement
procedures in your
business that will
ensure cash flow
is appropriately
managed.
Chapter 6: Managing
cash flow
Cash and profit
You know now that profit is made from
selling your goods or services for a price
higher than what it cost to make or deliver
to your customers. Cash is generated from
these transactions as well as other activities
that the business may undertake (such
as selling assets). The key to a successful
business is good profitability and adequate
cash flow.
This means, if you manage your margins
properly, your trading should always be
profitable and hence show positive cash
flow, right? Wrong! A business can be
profitable but still encounter cash flow
issues. How does this happen? Well, its all
about timing. The profit of a transaction is
calculated when the sale is made. If you are
in a business that offers goods or services
on credit, then the profit is generally
assessed at the time of the sale; however,
you may not receive the cash until some
time later.
HINT
CASH DOES NOT EQUAL PROFIT!
There are two ways the transaction can be
recorded: either on a cash basis or on an
accrual basis. Lets explain. When working
out if your transaction is going to be
profitable, these are probably the questions
you will need to answer:
How much will it cost you to buy or
make the product, or provide the service
(hours paid)?
What is a realistic price that your
customer will be willing to pay?
36
What do your competitors charge for the

same or similar products or services?
The next step is to compare the price you
will receive with the cost paid, and if price is
higher than cost, the transaction is profitable.
Again, lets go back to the profit and loss
statement of Joes Motorbike Tyres, which
we looked at in chapter 1.
Year 1
Sales
$52,000
Less cost of goods sold
$31,200
Gross profit
$20,800
Less operating expenses
$15,600
Net profit
$5,200
Using Joes example, lets assume he sells

500 tyres at $52 per tyre to a motorbike
manufacturer on 30 days credit, which
means he will receive $26,000 from this
customer at the end of month 1. He also
is able to export 200 tyres at $52 per tyre,
which means the payment of $10,400
from the overseas customer is not received
until the second month from delivery. The
balance of his stock will be sold later in the
year. All of the tyres were imported at the
beginning of the year and cost $34,320 in
total, which was paid at the end of the first
month of trading.
When we look at the cash flows from
Joes sales, it becomes clear that the cash
flows will not equal the profit until the total
transaction in completed that is, when
all the money is received from all the sales.
Cash movement
Transaction
Month 1
Month 2
Months 3 to 12
Sales
$52,000
$26,000
$10,400
$15,600
Payment for stock
$34,320
($34,320)
Gross profit
$20,800
($10,400)
$10,400
$15,600
($10,400)
$15,600
Cash balance
In month 1, Joe collects only $26,000 from sales but has to buy all the motorbike tyres in the same month. He receives the
cash for sales of a further 200 tyres only in month 2, and the rest through the balance of the year. So the above table shows
that at the end of month 1 he will need an extra $10,400 to cover the purchase of the tyres, and by the end of the year his
bank balance will match his gross profit. Of course, he will also have to cover the operating expenses throughout the year,
which have not been included in the above table.
TIP
The timing of when cash is received is the most important issue when managing cash flow.

Even where your business is profitable, managing cash flow in your business can be very important. By identifying what
drives the cash flow in your business, it will be easier to manage your cash flow. What do we mean by drivers of cash
flow? They are the things in your business that most affect your cash flow. For most small businesses, this will be sales.
However, for some businesses, it could be something else. To help you determine the key drivers of cash flow in your
business, lets look at the most common key drivers of cash flow.
TIP
Cash flow is the lifeblood of every business. A profitable business can still suffer from shortages in cash, so it is important
to understand what drives your cash flow.
Accounts receivable (debt collection)

For all businesses, sales are important. After all, this is what ultimately generates profits for your business. From Joes
example on the previous page, it can be seen that the collection of cash from sales is critical to ensuring he has cash in the
bank. So, if sales are the key cash flow management issue for you, then you must have good procedures in place to ensure
you can convert sales to cash as quickly as possible. The best way to do this is to manage the collection of cash from your
customers using the checklist in the previous chapter.
Accounts payable (creditor payments)

Where the supply of stock or services is critical to your business, managing your supplier relationships will be important. If you
have only one or two suppliers that can provide your business with stock or services, then ensuring you pay them on time
and maintain a good relationship will be critical. If this is the case, then payment of accounts can be a key driver of your cash
flow. (For tips on managing supplier payments, refer to the previous chapter.)
Stock
For some businesses, the supply of goods is very important in ensuring the supply of quality stock in time to meet customer
requirements. To determine if this is a key driver, you might consider whether the supply of goods is critical to your businesss
operations. If it is, then maintaining the right amount of stock will have an impact on cash flow.
37
Capital expenditure
Where a business relies on the most up-to-date technology,
whether this is new equipment or resources, to keep market
share, capital expenditure can be a key driver of cash
flow. For example, a research and development business
depends on the most up-to-date equipment to develop the
most current product or service, and it will need sufficient
cash flow to support this capital expenditure.
TIP
The importance of knowing what the key drivers of your
cash flow are should not be underestimated. In order to
maintain adequate cash flow, these drivers should be a
priority for your business and be well managed.
in business planning (long-term planning), to find where

cash flow could break the business, especially when
you want to expand. For example, a seasonal swimwear
retailer, after months of quiet winter trading with a low
cash flow, has to buy new seasons stock, employ extra
staff and advertise but they may also be planning to
extend into the shop next door. After several lean months
the cash supply may be at its lowest, even without the
added expense of the new premises, so the cash flow
would need careful planning.
The easiest way to prepare a cash flow forecast is to break
up the forecast into smaller areas and then bring all the
information together at the end. The five steps in preparing
a cash flow forecast are:
1. Prepare a list of assumptions.

Cash flow planning is essential for business success, and a
cash flow forecast is the most important tool for business.
The forecast will predict the ability of your business to
create the cash necessary for expansion or to support its
operations. It will also indicate any cash flow gaps the
business may experience periods when cash outflows
exceed cash inflows. It uses estimated or real figures you
collect and add to a simple worksheet from the day you
start the business. You can also develop a cash flow
forecast from your existing information if you are already in
business. After 12 months youll have a good idea as to
what your cash balance will be, month by month, for your
next year of operation.
HINT
Remember that cash flow is all about timing and
the flow of cash, so when preparing your cash flow
forecast, make sure you are as accurate as possible on
the timing of the cash flows.
There are a few ways to use a cash flow forecast as a
planning tool:
in short-term planning, to see where more cash than
usual is needed in a month for example, when several
large annual bills are due and the cash in the bank is
likely to be low
38
2. Prepare the anticipated income or sales for the business

(called a sales forecast).
3. Prepare detail on any other estimated cash inflows.
4. Prepare detail on all estimated cash outflows.
5. Put all the gathered detail together.
Step 1: Assumptions
The assumptions used in the cash flow forecast are the
same as those used for the income and expenditure budget
process (refer to page 18).
Step 2: Sales forecast

For any business, sales are the key to business success.
Whether you are starting a new business or have an existing
enterprise, estimating sales is often one of the most difficult
tasks in the forecast process. If you think about it, your
sales will be dependent on many variables, such as the
types of customers you have, the terms you offer your
customers, economic events such as interest rate increases
or employment rates, or competitive influences. It is not
possible to predict all the events that may have an impact
on your sales over the time frame of the forecast. This is
why many businesses do not do forecasts. However, if you
accept that your forecast sales will most likely not match
your actual sales, you can then focus on determining a
realistic figure for the sales of the business over the period
for which the forecast will be prepared.
For existing businesses, the best starting point will be

looking at last years sales figures. Do you believe you will
continue to achieve these figures, or have you implemented
improved business operations to increase sales over
the coming year? Once you have determined the likely
adjustment needed to your historical sales figures, you can
then estimate the forecast sales for the period.
After you have determined the sales for the period, the next
step is to break up these numbers into sales receipts
the actual timing of receipt of the cash from sales.
Remember we talked about the timing of cash as the key
to the cash flow forecasts. Again, this information will be
a projection, although existing businesses will have some
history to help estimate actual sales receipts.
If the business is purely a cash business (such as a fruit stall
at a market), then the sales will equal the sales receipts.
However, as noted earlier, where credit terms are offered

there will be a delay in receiving the proceeds from the
sale, and this is where we need to estimate the timing
of receipts. Applying your accounts receivable collection
pattern from the past to your sales forecast is the best way
to predict your cash receipts from the collection of accounts
receivable. To see how this is done, we have provided an
example of how to calculate the timing of cash receipts.
After reviewing his sales collection history, Joe has
determined that the following sales receipt pattern occurred
in year 1.
Percentage of cash sales
40%
Percentage of credit sales
60%
Applying these percentages to the estimated sales for year

2, Joe completes the tables below.
39
40
$2,434
$2,580
Not required
$4,300
$2,880
$4,800
$3,300
$2,200
$5,500
$3,300
$2,200
$5,500
May
June
July
Year 2
$3,630 $3,960 $4,158 $4,290 $4,620 $4,752
$2,420 $2,640 $2,772 $2,860 $3,080 $3,168

$4,818
$3,212
$8,030
$4,950
$3,300
$8,250
$5,082
$3,388
$8,470
$4,620
$3,080
$7,700
August September October November December
$6,050 $6,600 $6,930 $7,150 $7,700 $7,920
April
Monthly cash receipts
30%
10%
% of sales receipts collected in 2nd month following the sale
% of sales receipts collected in 3rd month following the sale
Applying the above percentages to his estimated sales for Year 2, Joe has been able to calculate the estimated actual cash receipts from sales.
60%
% of sales receipts collected in month following the sale
The next step is for Joe to complete a table that calculates the cash collections from his credit sales. For the sales made on credit, Joe has worked out
the average collection rate and has made a note in the following table:
Total credit
sales 60%
Total cash
sales 40%
Total monthly
$4,056
sales
Note: for
cash flow
forecasting,
Year 1
all estimates
should
October November December January February March
include gst
41
$2,580
$2,880
$3,300
$3,300
$3,630
$3,960
$4,158
$4,290
$4,620
$4,752
$4,818
$4,950
$5,082
$4,620
December
January
February
March
April
May
June
July
August
September
October
November
December
$2,434
November
$1,460
November
$1,548
$730
$1,980
$864
$258
$1,980
$990
$288
$330
May
$363
June
$396
July
$416
August
$2,772
$2,574 $1,287
$2,495 $1,247
$2,376 $1,188
$2,178 $1,089
$990
$330
April
Year 2
$2,745 $3,102 $3,258 $3,498 $3,795 $4,046 $4,217 $4,475
$1,728
$774
$243
December January February March
Year 1
$4,666
$2,851
$1,386
$429
September
$4,778
$2,891
$1,426
$462
October
$4,891
$2,970
$1,445
$475
November
$5,016
$3,049
$1,485
$482
December
Not required
Not required
Total cash sales 40%
Total monthly cash

collected
$4,945 $5,302 $5,678 $6,138 $6,567 $6,906 $7,297 $7,643
$2,200 $2,200 $2,420 $2,640 $2,772 $2,860 $3,080 $3,168
$7,878
$3,212
$8,078
$3,300
$8,279
$3,388
$8,096
$3,080
Now he has his monthly cash collections from credit sales, Joe adds these figures to his monthly cash sales to calculate the total cash collected for each month.
Total monthly credit

sales collected
Year 2
Year 1
October
Credit sales made
Monthly credit sales collected
Step 3: Other cash inflows

To complete the cash inflow information in the cash flow
forecast, you will need to identify any additional cash
coming into the business. Of course, the types of cash
inflows for each business will vary, but the following list may
help you recognise other cash inflows in your business:
GST refunds
additional equity contribution
income tax refunds
grants
loan proceeds
other income sources not included in sales (such as
royalties, franchise and licence fees)
proceeds from sale of assets.
Given you are preparing a cash flow forecast for additional
financing, dont forget to include the loan funds in your
inflows.
Step 4: Cash outflows

As we have indicated, one of the major inputs into the
forecast is sales. Coupled with this inflow is the cost of
purchasing or manufacturing those goods to sell. Therefore,
when determining your cash outflows, it is useful to
calculate your cost of goods sold in line with your sales
forecast. By doing this, if you do need to change your sales
numbers, an automatic change to the cost of goods sold
figure should occur. Many computer programs will allow
you to set up a link between two items, such as your sales
and cost of goods sold, to make the process of forecasting
a little easier. In chapter 1, the calculation of cost of goods
sold was discussed, so refer back to this section or use
the gross margin percentage discussed in chapter 4 when
estimating the cost of goods sold for your forecast.
Expenses
Expenses are those cash outflows relating to the operations
of the business that are not included in the cost of
goods calculation. These outflows are often referred to
as administration or operational expenditure. Again,
the items of expense will depend on the type of business
you are starting or currently operating. One of the
important areas to focus on when forecasting expenses
is classification. When putting together your forecast, the
variable expenses will be directly related to the forecast
sales numbers, so if you adjust your sales, these expenses
will need to be amended in line with the sales adjustment.
Of course, the fixed expenses will remain the same,
42
although you may need to consider adjusting these for

increases, for example for inflation.
Other cash outflows

In addition to cost of goods sold and operational expenses,
you may have other cash outflows during the operations of
the business. Examples of cash outflows include:
purchase of assets
one-off bank fees (establishment fees)
principal repayments of the loan
payments to the owner(s) (for example, dividends)
investment of surplus funds.
Step 5: Finalising the cash flow forecast

Now all the relevant information has been collected, it
is time to prepare the forecast. At the beginning you will
have determined the time period the forecast is to cover.
Remember, cash flows are all about timing and the flow of
cash, so you will need to have an opening bank balance
and then add in all the cash inflows and deduct the cash
outflows for each period, usually by month. The number
at the end of each month is referred to as the closing
cash balance, and this number becomes the opening cash
balance for the next month.
An example of Joes cash flow forecast for year 2 is
provided on page 44. This cash flow forecast shows that
his business is going to borrow $20,000 to purchase a car
so he can assist in his sales and marketing by visiting his
potential customers. Remember that Joe included this in his
assumptions (refer to page 18).
The forecast shows that the $20,000 is borrowed in
February and the car is paid for in the same month.
The cash inflows include anticipated sales receipts, as
shown in the table on page 40. Remember, this is cash
collected from sales, not actual sales made. In the cash
outflows section, all the monthly expenses (inclusive of
GST) as they are paid have been included, as have cash
outflows from expenses incurred for the loan (such as the
establishmentfee).
By preparing the cash flow forecast, it can be easily seen
that if Joe is to borrow the $20,000 to purchase the car,
he will still not have enough cash to cover all expenses for
the period for which the forecast has been prepared. The
main reason for this is that a percentage of sales is made
on credit. This means that while sales will increase after the
purchase of the car, the time lag between buying the car
and increase in sales, and the cash being collected, means
his business will need an additional $3267 (maximum

overdrawn amount as shown in month 5) to ensure he has
enough cash to cover these timing differences. Joe will
have to consider how he is going to fund this cash shortfall.
Most likely he will have to consider approaching his bank for
additional funding.
There are two important additional points to note here.
Firstly, the bank is most likely to request details of the
assumptions in the forecast. Secondly, if the business
were to request additional funds of only the extra $3267,
there would be no buffer in the event that some of the
anticipated cash flows changed (for example, interest rates
rose and the interest expense increased).
TIP
Once the forecast is completed, you can run some
what if scenarios to measure how reactive your
business cash flows will be to certain changes in
events, such as a decrease in sales or increase in fuel
costs. This will show you how quickly you may run out
of cash if any of these events occur.
43
44
$4,945
Loan proceeds
Total cash in at end
of month
Cash out
$605
$33,870
-$8,568
-$1,227
$2,341
$7,341
$110
$20,000
$84
$12,012
$22
$1,625
$2,604
$60
$22
$1,625
$2,348
$3,575
$2,103
$104
$22
$1,625
$335
$5,974
$3,626
-$3,267
-$9,241
$15,808
$358
$500
$2,512
$55
$13,728
$22
$1,625
$20
$6,567
$3,795
$2,772
$5,974
May
Month 5
$73
$22
$1,625
$17
$17
$275
$17
$6,138
$17
$5,678
$3,498
$2,640
$2,348
April
Month 4
$275
$25,302
$3,258
$2,420
-$1,227
March
Month 3
$1,191
$4,458
$2,448
$275
$73
$22
$1,625
$435
$18
$6,906
$4,046
$2,860
-$3,267
June
Month 6
$6,125
$4,933
$2,364
$302
$115
$22
$1,625
$20
$275
$7,297
$4,217
$3,080
$1,191
July
Month 7
$2,662
-$3,462
$11,105
$330
$66
$8,580
$22
$462
$1,625
$20
$7,643
$4,475
$3,168
$6,125
August
Month 8
$7,265
$4,602
$3,276
$347
$84
$22
$1,625
$1,180
$18
$7,878
$4,666
$3,212
$2,662
September
Month 9
$13,005
$5,740
$2,338
$275
$121
$22
$1,625
$20
$275
$8,078
$4,778
$3,300
$7,265
October
Month 10
-$1,244
-$14,249
$22,528
$198
$73
$20,592
$22
$1,625
$18
$8,279
$4,891
$3,388
$13,005
November
Month 11
$4,611
$5,855
$2,241
$110
$60
$28
$1,625
$400
$18
$ 8,09
$5,016
$3,080
-$1,244
December
Month 12
The answer will help you make the right choice.
To fully understand the implications of choosing debt, equity or internal funds to fund your business, ask yourself what would happen if something went wrong.
TIP
Vehicle purchase
Other: computer
software
Total cash out at
end of month
Net difference
(subtract cash out
from cash in)
Cash balance at the
end of each month
Vehicle expenses
Utilities & telephone
Stock purchases
Stationery
Professional fees
Payroll
Insurance
GST
Advertising
$3,102
$2,745
Credit sales
$20,000
$2,200
$2,200
$7,341
February
January
$5,000
Month 2
Month 1
Cash sales
Sales income
Cash balance at the

start of each month
Cash in
Month
A template for this cash flow forecast can be found on the Small Business Victoria website.
The link is: http://www.business.vic.gov.au/BUSVIC/STANDARD//PC_62022.html.
Additional
shortfall in
funding
Monies
paid out to
purchase
vehicle
Loan monies
received for
purchase of
vehicle
Just as cash flow and profit are important to the business, ensuring the business is financed
appropriately is essential to achieving financial success.
Financing comes in many different forms. In this section we will discuss funding a business
with debt or equity, and the different types of loan products that can be considered. In
addition, we will look at the types of transactional banking available and at specific types of
finance for importers andexporters.
Chapter 7: Debt, equity or internal funds?

Comparing debt finance, equity investment and internal funds
All businesses need finance to start up operations and in order to grow. Finance can be
provided from the following sources:
debt financing provided from an external source, such as a bank
equity financing provided from an internal source, such as an owner or investor
internal funds profits and cash generated by the business are used to fund the
ongoing operations and expansion of the business.
Many people running small businesses face the dilemma of determining which type of
funding is the right option for them. Most small businesses look to raise debt finance or
obtain funding support from a family member in order to establish themselves. This is
because it is often difficult to get an external investor interested in taking the risk of a startup business. Debt finance or using existing funds also enables the owner to maintain control
over their business rather than having to give a percentage of ownership to aninvestor.
Internally generated equity is the original funding provided by the owner. It may include any
profits on the sale of an asset owned by the business or profits generated through business
trading each year that have not been drawn out (through dividends or drawings) by the
owner. It could also include any additional equity funds contributed by you as the owner.
The assets of the business can also be funded from an investor who wishes to put
permanent equity capital into the business. If the business is a company, then either new
shares are issued by the company or the investor purchases some of the shares from
the original owner. Seek advice from your accountant regarding the tax and cash flow
implications of each of these choices in relation to your specific circumstances.
Utilising internal funds generated from the business is, in most circumstances, one of the
more favourable alternatives. Most small businesses do not adequately assess the potential
of generating increased cash flow through good management of working capital. Chapter 5
provides details on how this can be achieved. Sourcing excess cash through good management
of working capital can provide many advantages over sourcing funding through debt or equity.
The table below outlines the key areas to consider when comparing debt and equity. It
shows the differences between those who have an interest in the ownership of the business
(an equity party), such as yourself or a shareholder, and a party that has a debt finance
relationship with your business (a bank).
Financing your
business is an
important part
of good financial
management
practice. Not only
having access
to finance, but
also being able
to choose the
most appropriate
method of finance
for your business,
will result in
continued growth
and profitability.
A key requirement
for ensuring you
choose the right
funding is to
make certain you
fully understand
the differences
between debt
and equity, and
to consider the
implications of
each for your
business.
The comparison looks at:

definitions and examples of each
level of risk for each financier/investor
the type of security required
how each funding party receives income on their funds
repayment of debt finance/investment capital
impact of the alternatives on the financial statements of the business
advantages and disadvantages of the alternatives.
45
Definitions and examples

DEBT
EQUITY
INTERNAL FINANCE
Debt funding can be defined as:
Equity finance can be defined as:
Internal finance can be defined as:
funds or obligations that are owed to an

external party based on specific terms and
conditions.
a form of investment in the business by the

owner, a partner or other people willing to
take a portion of ownership of the business.
working capital, which is cash that is used

during the operating cycle of the business.
Examples of debt funding include:
Examples of equity funding include:
bank overdraft
issued shares/share capital (company)
mortgage loan
trust funds (trust)
fully drawn advance
partnership capital (partnership)
commercial bills
owners capital (sole trader)
trade creditors, accounts payable
retained/accumulated profits
provisions for taxation, employee

entitlements
reserves capital, profit/revaluation.
shareholder/beneficiary loans.
Examples of working capital include:

cash used to buy stock
cash required to pay suppliers
cash outstanding from customers.
Note: The nature of the initial capital of an

entity will vary depending on the structure,
(e.g. share capital for a company, trust
funds for a trust, partnership capital for a
partnership).
Levels of risk
DEBT
EQUITY
INTERNAL FINANCE
For a lender:
For an investor:
For the owner:
The lender takes the risk that the business

may be:
The equity investor bears the risk of the

business and its ability to achieve the
required level of growth.
The owner of the business takes the risk

that cash is used from areas of working
capital that may impact on business
operations. For example, to increase cash
flow, the business may reduce stock levels,
which could result in inadequate stock
being available for sales.
unable to generate sufficient cash flow to

service the debt
unable to repay the principal at the end
of the loan period.
The lender will generally require a sufficient
level of security to cover the principal.
However, the costs and timing of enforcing
this security poses an additional risk.
The risk for the business is generally based on:
changes in interest rates if exposed to
variable rates
cash flow risk as high growth requires
increased working capital
ability to generate sufficient profits to
fund principal repayment.
Generally, the higher the proportion of debts
to equity, the higher the risk.
46
The investor also bears the risk of finding a

willing buyer in order to exit the investment.
The risk to the business is reduced with
equity funding, as it does not impose any
significant cash flow requirements on the
business. It is seen as a patient form of
finance.
The ultimate risk for investors is that they
could lose their capital if the company does
not survive. Therefore, their risk is both a
capital and return-on- investment risk.
For the owner of the business, bringing in
investors usually decreases their control of
the business.
What security is required?

DEBT
Lenders generally require some form
of security against the funds lent to the
business. In the event that repayment
conditions are not met, the lender can then
call up the loan and realise the security.
The level of finance available is generally
restricted or capped by the level and quality
of security available.
Examples of common security required
include:
EQUITY
Equity investors do not require any security
against funds invested.
The equity investor provides risk capital
based on the potential to achieve future
profits and increased business value.
INTERNAL FINANCE
Internal sources of finance do not require
any security. It is essentially using cash held
by the business.
Equity investors rank behind all other

unsecured creditors when the business
winds up. For this reason, they seek a high
return on funds invested.
first or further mortgages over property

(This may involve property owned by
the business or personal assets of the
owners or third parties.)
fixed charge/debenture
(covering the total assets of the business)
specific asset
(e.g. stock/debtors, motor vehicle,
equipment).
Some lending can be done without security,
usually with a personal guarantee of the
owners/directors (with higher interest rates
reflecting the higher risk). The lender can
then call on other assets of the individual to
meet business debts, subject to the terms
of the guarantee.
How does each funding party receive income on its funds?

DEBT
EQUITY
INTERNAL FINANCE
A lender achieves a return on invested funds An equity investor receives a return on funds Using internal sources of finance will not
through the payment of interest.
invested in two ways:
incur any fees or interest payments.
Interest terms can vary significantly, based
profits generated from the business
on the terms and conditions of the finance.
(which can be left in the business to fund
When comparing the various debt products,
future growth)
you should be aware of:
increased value of the business.
the basis of calculation of the interest
(As the business increases in overall value,
exposure to interest rate changes
the equity investors interest in the business
will increase proportionately; however, this
the timing of interest payments
increase in value will not be realised until the
business or owners interest is sold.)
fees and charges.
Debt finance often has a requirement to
meet both interest and principal repayments
during the term of the loan.
It can be seen by the above that the focus

for the equity investor is on long-term
growth of the business.
Therefore, debt finance has an important

cash flow impact on a growing business.
As a result, equity funds do not generally

place cash flow pressures on the business.
47
Repayment of debt funds/investment capital

DEBT
EQUITY
The debt finance agreement defines the

terms of repayment of the funds borrowed.
The equity investor has acquired an interest

in the business. To obtain a return on the
funds invested, the investor will need to sell
his/her interest in the business.
The funds borrowed will be repaid either in

instalments over the loan period or at the
end of the period.
The business will need to generate sufficient
funds from profits and cash flow to meet
these commitments.
The lender does not share in the risk of the
business or in the benefit of growth through
increased value.
INTERNAL FINANCE
No repayment of funds is required.
The return on the initial funds invested

will depend on the change in value of the
business and the ability to find a willing
buyer or an appropriate exit strategy.
The equity investor shares in both the risks
of the business and the benefits of growth.
Hence, investors may receive either more or
less than what they initially invested.
Impact of financial structure on the financial statements of the business

DEBT
EQUITY
INTERNAL FINANCE
A significant reliance on debt funding

provides a higher gearing structure for a
business.
The injection of additional equity capital can

provide a more balanced debt-to-equity
ratio, a common measure of risk.
Utilising internal finance can provide a more

balanced debt-to-equity ratio, a common
measure of risk.
A higher gearing reflects a higher risk, as

the business has more commitments to
lenders than equity. A lower gearing reflects
less commitment to external financiers
compared with equity funds.
With additional capital, the owners may be

in a position to increase other debt finance,
as the financial structure of the business is
much stronger.
Through the use of internal finance as an

alternative finance method, the business
should be able to generate increased
profits, as you will not have to service funds
raised.
The use of debt can also result in reduced

profits through interest expense, although
debt can be more tax effective because
interest payments are deducted from
assessable income.
Equity capital injection should allow the

business to generate increased profits, as it
will usually not have to service funds raised
(for example, make repayments and interest
payments).
Advantages
DEBT
EQUITY
INTERNAL FINANCE
Owner retains control over the business
Ability to raise funds in excess of security
Growth in value of the business is

retained by the owner
No exposure to changes in interest rates
Utilising internal finance as an alternative

to debt finance will potentially increase
profitability as these funds will not carry
service costs
Debt repayment commitment can be

fixed
Lower cost of capital
Lower cost of raising debt finance
Interest expense is tax deductible
External resources could add strategic

input and alliances
Improved profile with lenders
More stable financial structure
Possible mentoring support as well as
funds from the investor
No exposure to external market

economics, such as interest rates and
investor appetite
Owner retains control over the business
All growth in the business is retained by
owner
No exposure to external stakeholders
such as banks or investors
No security over assets
48
Disadvantages
DEBT
Ability to raise funds is limited by security
available
Business may be exposed to financial
risks as a result of interest rate
movements
Reduced opportunity to establish new
external alliances with potential investors
EQUITY
Loss of control and autonomy in
decisionmaking (as other investors
will want a say in the operation of the
business)
Greater pressure from other investors to
achieve growth and higher returns
Need to identify exit strategy
Liquidity exposure of a highly geared

structure
Potential for personality conflict between

owner and other investors
Business opportunities can be lost

through tight cash flow
Additional costs of equity process
INTERNAL FINANCE
Potential tightening of operational cashflow if internal finance is used for longterm asset purchases
No credit history is developed
Potential loss of mentoring from investor
if equity finance was an alternative
No tax deductions as no servicing costs
More management reporting required

Profitability can be reduced by high debt Dividend payments by the business are
servicing costs
not tax deductible
Time to raise equity can be lengthy
Loss of income if dividend payments are
required
49
Deciding between debt and equity

In uncertain economic times, you may wish to reduce
the financial risk of taking on significant debt funding (it
may also be difficult for you to raise debt finance), so you
may need to be prepared to share the ownership of your
business to increase funding to the business.
You may also consider a combination of debt and equity
funding to meet the business requirements. An investor may
be prepared to provide both equity and debt finance.
HINT
In deciding whether to seek an equity party, you need to
consider both the financial and non-financial outcomes.
Considerations in selecting equity investment as

your finance option may include:
the ability to recognise an external investors interests in
operating the business
your attitude to losing full control and power to make all
decisions without consulting other owners
identification of skills of potential investors that would be
advantageous to the growth of the business
the need to reduce the risk associated with the gearing
level of the business through lower interest and principal
repayment commitments
long-term plans for succession and, if a family business,
the impact on other family members
evaluating your willingness and/or preparedness for the

changes equity investment will require.
Many small business owners find that the retention of
majority control over their business is important to them,
and that their objectives are based on both lifestyle and
family priorities. In these circumstances, debt will be their
primary alternative for funding their business, as they are
unlikely to meet an investors objectives.
TIP
You may find the ability to raise debt improves with
equity investment.
Understanding debt financing options

long term vs short term
If you select debt as a financing option, you have to
consider which debt product (as there are many) will meet
the needs of your business.
In making this assessment, you will need to:
understand the nature of alternative debt products in the
market to make an informed decision
identify the alternative features available for each product
compare debt products by reference to a common basis
match the right debt product/features with your business
circumstances and requirements
understand the tax implications of alternative products.
the opportunities equity funding will bring that could not

be achieved with existing debt available to the business
In a competitive market, lenders will package finance

products under different names and introduce a range
of features to differentiate themselves. A list of the most
common debt finance products lenders use, and an
overview of each, is provided on the following page.
whether your business is attractive to an investor
Evaluating your own circumstances
willingness to identify an appropriate exit strategy and its

impact on you
whether you have prepared the necessary financial

statements and forecasts that a potential investor will
want to see
TIP
Generally, a business would aim to maximise the use
of debt finance to fund its operations, as long as the
business can service the level of debt and has enough
security to support the funding. The business owner
would retain the benefits of ownership in respect of
growth and profitability of their business.
how quickly you need the funding.
The choice between debt and equity is therefore a
combination of:
assessing the limitations that debt finance may bring
determining if your business has the growth potential to
be attractive to an equity investor
50
In matching a debt product and selecting the appropriate

features to suit your business requirements, you need to
determine the following about your business:
what the funds are going to be required for and how long
you need them
whether they are for short-term funding of working capital
or long-term funding, to fund a building extension or
export market entry costs
how much finance you need. (Be realistic about the
amount of funds you require; dont be cut short.)
what level of security you can offer and how the lender
will view the value of the security. (Real property security,
compared with business assets, is likely to result in a
lower interest rate margin being charged.)
how the lender will assess risk for your business.
This evaluation will help you better match your requirements
and limitations to the guidelines for particular alternative
debtfunding.
51
A facility that allows the customer to

operate a bank account with a preagreed limit that can be drawn down.
Overdraft
Purpose: Credit cards should be used

only to fund short-term working capital
requirements.
Credit card
Interest on credit cards is charged

either from the day purchased or from
statement date, unless you repay in full
within the interest-free period. Interest
on cash advances applies immediately.
Credit cards work best if you pay off
your balance in full each month and
avoid cash advances.
Credit cards are usually offered on

interest-free days terms. They are
generally easier to obtain because
of the high fee structure and interest
ratescharged.
These loans are usually secured by a

registered mortgage over a property.
A line of credit or equity loan can

provide access to funds by allowing
Purpose: A line of credit is commonly
the borrower to draw on an account
used to access funds for working capital
balance up to an approved limit. As long
requirements.
as the balance does not exceed the
approved limit, funds can be drawn at
any time.
Line of credit
Purpose: Overdraft facilities are

generally used to finance the day-to-day
fluctuating cash needs of a business.
Overdraft accounts will usually be
provided only to a business that has
been successfully trading for a few
years.
Description
Debt product
Short-term funding
Fees
account-keeping fees charged

monthly for operating the account.
line or facility fees generally

charged on the available limit in
arrears and payable monthly or
quarterly. Cheque account fees and
transactional costs are also payable.
application fee one-off fee to

initiate the facility
Fees generally include:
Interest is generally charged either

from the date of purchase of items or
from the date your monthly statement
is issued. For cash advances, interest
is usually charged from the date of the
withdrawal.
fees for exceeding your credit limit.
payment dishonour fees
fees for late payments
Credit cards usually have an expiry date, Fees include:

which indicates that, unless the facility
annual account fees
is renewed, all outstanding amounts will
be due by this date.
fees to use rewards programs
Interest is usually paid on a monthly

basis. As this type of loan is usually
secured against property, interest rates
tend to be lower than for overdrafts.
However, if you fail to make your
payments, you can put your property
at risk.
Repayments are usually required to

cover at least the interest and fees on
the loan.
Overdraft facilities do not have a specific Fees generally include:

maturity date. The product is at call or
on demand, which means that the bank
initiate the facility
has the right to cancel the facility at any
time.
line or facility fees generally
charged on the available limit in
Interest is usually paid on a monthly
arrears and payable monthly or
basis. The rate of interest is determined
quarterly. Cheque account fees and
in accordance with a risk margin that
transactional costs are also payable.
the bank will determine. The customer
will pay interest only on the amount of
account-keeping fees charged
the facility drawn down.
monthly for operating the account.
Repayment / Interest
52
Purpose: This product can provide core

working capital finance, as well as meet
short-term fluctuating needs.
Debtor finance
Purpose: This product is generally

used for funding fluctuations in working
capital. It is best suited for servicebased or distribution businesses that
do not have major investments in fixed
assets. Many manufacturing businesses
also use this type of funding.
Debtor finance does not always have to

be disclosed to customers, as you still
handle all debt collection and interaction
with the customer. This product is now
a more widely accepted form of finance
to manage high growth and businesses
with fluctuating activity.
The benefit to businesses is that they

do not have to wait until the customer
pays before they receive their funds.
This finance effectively shortens the
cash cycle for a business. The funding
is very flexible as it increases with the
level of sales activity and is utilised only
as required.
When the debtor is invoiced, the lender

will pay the agreed percentage of the
invoice. When the debtor pays the
balance of the invoice, the remaining
percentage is received.
The funding is secured by the value of

the amount owed by the businesss
customers (debtors). The finance is
generally available up to 80 per cent of
the book value of debtors.
These loan facilities operate like a

business line-of-credit facility, allowing
you to draw down on funds as required.
Interest is payable monthly on the

funds drawn down, or alternatively,
the financing company will take a
percentage of the amount collected.
The debtor ledger value provides

an upper limit of funds available. A
business can repay part of the upper
limit available.
administration/service fee fixed

or variable fee charged monthly or
quarterly in arrears and based on the
balance/facility limit.
line fee based on a percentage of the

maximum facility payable monthly
establishment fee upfront fee to

establish facility
Fees include:
This is a lending facility for small

The loan is similar to that of an overdraft Fees include:
businesses that generate solid cash flow facility in that it is approved for a specific
but do not own significant fixed assets
term, with a regular review requirement.
establish the line of credit.
to provide as security.
Interest is charged monthly on the daily
service/administration fee fixed
The loan is secured by working capital
balance outstanding.
or variable amount that is charged
assets of the business, such as stock
monthly or quarterly in arrears; based
and debtors. The cash flow projections
on the balance/facility limit.
need to reflect the ability of the business
to meet finance costs. Regular reports
are required by thelender.
Fees
Cash flow lending
Description
Debt product
53
Purpose: Generally used for mediumterm funding requirements, it is

suitable when a development period
is required to establish a new area of
business, where cash flow is tight at the
beginning.
Interest-only loan
Purpose: This is a long-term form of

finance suitable for purchase of capital
assets such as land and building.
Mortgage equity loan
An interest-only loan involves the

lending of a fixed amount for a specific
period. During the term of the loan only
interest payments are required to be
met; the principal is due on maturity of
the loan. The loan is generally secured
by property or business assets.
This is a long-term loan for which

residential property is the primary
source of security. In general, lenders
will lend up to 80 per cent of the value
of the residential property.
This product is a long-term loan

that requires principal and interest
repayments over the term of the
loan. The term of the loan is generally
between three and ten years.
Fully drawn advance
Purpose: This product is suitable for

financing permanent or longer term
funding requirements for property, plant
and equipment, or for the purchase of a
business.
Description
Debt product
Long-term funding
Fees
Interest is generally paid monthly, based

on the full amount of the loan.
These loans are generally for a period

of one to three years. The principal is
due on maturity. The loan may be rolled
over into a principal-and-interest type
product at the end of the term.
Interest can be based on fixed or

variable rates, or a combination. It may
also be possible to have a capped rate,
which provides protection to borrowers
where changing rates have reached the
cap rate.
The term of the loan is fixed.

Repayments will involve both principal
and interest.
administration/service fees
charged monthly or quarterly in
arrears; either fixed or variable and
based on the balance/facility limit or
invoice amount.

establish the loan
Fees include:
document fees fees to cover

mortgage registration, property
valuation and legal fees.
administration service fees either

fixed or variable, based on the
balance/facility limit or invoice
amount, charged monthly or
quarterly in arrears
establishment fee one-off fee to

establish the loan
Fees may include:
A fully drawn advance/term loan is

Fees include:
provided for a fixed period. The loan
is reduced by monthly repayments,
initiate the loan
which include both interest and principal
components.
monthly account fees fixed
amount per month.
The interest rate can be fixed, variable
or a combination of the two. There may
be penalties for early repayment if the
rate is fixed.
54
Leases and hire purchase finance are

generally used to purchase a specific
asset.
Leases and hire purchase

Leases and hire purchase finance are
generally for a period of three to five
years. Repayments are usually on a
monthly basis, and include components
of interest and principal over the term
of the product. At the end of a finance
lease and hire purchase contract, there
is usually a capital residual to be paid.
This is known as the balloon payment
and can be large, but is disclosed.
There is sometimes a documentation
fee for preparation of leasing/hire
purchase arrangements. Noother fees
apply.
Fees
Ensure the type of financing chosen matches the reason

for seeking finance. A general rule of thumb is to match
the term of the loan with the length of the life of the asset
you are funding.
TIP
It can often be difficult for small business owners to evaluate debt product options. Lenders can use different names for similar products and structure
the terms, conditions and fees differently.
It is important to consider the impact of the above features as well as the nature of the product. In some circumstances, borrowers can structure their
loan with a mix of fixed/variable/capped and other variations of interest charges. If specific features are important to you based on your circumstances,
you may need to compare alternative debt providers until you find the right finance for you. You may find, however, that your circumstances limit the debt
products available for your business.
Each of the above products has

different tax and GST implications.
Hire purchase finance is similar to a

finance lease, except that ownership
passes to the hirer at the outset of the
transaction.
Leases differ from loans (including hire

purchase agreements) in that the leased
item is still owned by the lender. There
are two types of leases finance and
operating. At the end of a finance lease,
the business may have the opportunity
to purchase the asset from the lender
at its residual value, whereas under an
operating lease, the ownership of the
asset remains with the lender.
Purpose: These products are used for

financing assets such as motor vehicles,
plant and equipment, and technology.
The finance is often easier to obtain,
as the lender uses the funded asset as
the main source of security. One of the
advantages of these products is that
they will fund the full value of the asset.
Description
Debt product
Chapter 8: Transactional banking to suit

businessneeds
Transactional banking refers to the everyday banking requirements that your business
needs to operate effectively. Primarily, this will include both deposit accounts and payment
services provided by your bank or other financial institution (such as a credit union or
buildingsociety).
HINT
Merchant facilities provide a real benefit to your business cash flow: your customers do
not necessarily need to have cash in the bank to pay for your goods or services.
All businesses need some transactional banking services. There are essentially two
transaction banking groups:
transaction banking
merchant facilities.
Transactional banking products
Transactional
banking forms
part of the overall
financing of your
business. The
everyday banking
requirements
should be
considered
carefully to ensure
the payments in
your business
are efficient and
effective.
When deciding what type of transaction banking products your business will need,
it is important to look at the type of business you are offering to your customers, the
requirements from your suppliers and how you want to manage your cash flow. Many
businesses believe that paying by cheque offers a few extra days before the funds are
withdrawn from the bank account. In reality, paying by cheque introduces a level of
uncertainty because you cannot be sure when the cheque will be presented.
HINT
Choosing the most appropriate transactional banking products will assist in managing
cash flow and improving profitability.
With many options available to business today, it is wise to ask your bank account manager
to assist in choosing the right products that will help manage cash flow and reduce the time
spent in managing all your banking requirements.
The list below provides the most common transaction banking products currently available:
electronic desktop/internet banking
credits to accounts electronically, manually or by direct credit
debits to accounts electronically, or by manual cheque, EFT or overseas transactions
overdraft and other limit facilities
cheque production or cashing facilities
lockbox the processing of a mailed cheque, money order or credit card payment
payroll processing arrangements.
TIP
Your banker can assist you in choosing the most appropriate transactional banking
products for your business.
55
Merchant facilities
Transactional fees
Merchant facilities provide your customers with various

options to pay by either a credit or debit card. These
facilities enable you to process payments made on these
cards either manually or electronically.
Unfortunately, most banks and financial institutions do not

provide transactional services for free. In some instances
(particularly where your margins are very small), the fees
related to these services can substantially impact on
the profitability of your business. With so many financial
institutions providing these services, you would be wise to
consider the fee structures of a number of providers before
deciding on the best provider. (See the section below on
how to switch banks.)
Some of the benefits of having merchant facilities include:

guaranteed payment within 48 hours of the purchase
being made
improved cash flow and therefore business performance
reduced exposure to keeping cash on your premises
HINT
reduced administration costs (you no longer have to

wait for a purchase order, issue paper invoices or chase
payment)
Regular review of your transactional banking services will

guarantee you know how much you are paying for these
services, and ensure you are using transactional services
that best suit your business.
no need for establishing accounts for one-off or

infrequent transactions
environmental protection (by reducing the use of paper).
When considering merchant facilities, it is best to speak to
your bank account manager to discuss the best facilities for
your business. Some of the questions to consider before
meeting with your bank are:
Do you have a retail store where your customers walk in
and pay for the goods with their card? You may need an
EFTPOS terminal to swipe their cards.
Do you take most of your orders over the mail/phone/fax/
internet? Do you need an EFTPOS terminal or is there an
alternative method of processing?
Do you need a combination of the two options above?
Can you have an EFTPOS terminal to swipe the cards
of walk-in clients but key-enter the details of remote
orders?
Would a mobile ETPOS/credit card machine assist with
quicker payments?
What volume of credit card, cash or other payment
methods do you expect?
TIP
By introducing merchant facilities, your business may
benefit from quicker payment, significant reduction in
invoice queries and credit control calls and, of course,
improved cash flow.
56
It is common knowledge that most small businesses do not

know how much they are paying in bank fees. This can be
attributed to the fact that they do not spend time reviewing
the transactional banking arrangements, and some banks
may not make it easy to clearly establish the total amount of
fees being charged.
TIP
By allocating all bank fees to a separate account, you
will be able to clearly identify any increases in fees that
could be impacting your profitability.
Chapter 9: Importing and exporting finance

Small businesses that import or export goods or services often face additional challenges in
dealing with international transactions. There are two important areas you should consider to
help you manage the risk and improve cash flow when undertaking international trade:
foreign currency payments
international trade finance.

When importing or exporting goods or services, you may need to pay or receive payment in
a foreign currency. Your bank can help arrange payment in foreign currency or can convert
foreign currency payments into New Zealand dollars for you.
International trade
finance products
are specifically
designed to
assist importers
and exporters in
managing risk
and improving
cash flow for their
business.
HINT
By hedging your international currency payments you will reduce the risk of negative
impact on profitability.
One of the main issues when the business is dealing in foreign currency payments is that
currencies move on a daily basis and business can be subject to a fall in revenue (where
foreign currency payments are being received) or increased costs (where foreign currency
payments are made), and have little control over this impact.
However, various methods can be used to assist business to minimise this impact.
Essentially, the importer or exporter sets off the foreign currency risk by using one or more
bank products this is referred to as foreign currency hedging. Lets have a look at these
various products and how each one can be used.
Forward foreign currency agreement

To minimise the impact of foreign currency movements on your profit, it may be possible to
enter into a forward rate agreement with your bank. You first need to discuss with your bank
whether your business qualifies for the bank to offer this product.
How does this product work? The agreement between you and your bank allows you to
lock in a pre-agreed exchange rate for a set date in the future. The agreed future exchange
rate will be based on the current exchange rate and the financial markets view on where the
exchange rate will be at the time you settle the transaction. The benefit is that you then know
exactly how many New Zealand dollars you will be either paying or receiving.
It important to note that once this transaction has been entered into with your bank you will be
required to settle the transaction on the agreed date. This means you will need to ensure you
either have the New Zealand dollars to buy the foreign currency (importer) or have received
the foreign currency to sell for New Zealand dollars (exporter) on the settlement date of the
transaction. Therefore, before entering into this type of transaction with the bank, you should
make sure your international trade transaction is confirmed and payment date is accurate.
Foreign currency option

For some organisations, locking in the foreign currency exposure may limit their ability to
provide a competitive edge. How is this so? If, for example, an importer is importing goods
denominated in US dollars for delivery in three months and enters an agreement with their
bank for a forward foreign currency agreement, then the importer is contractually bound to
accept the US dollars he or she has purchased at the agreed rate (for New Zealand dollars)
on the agreed date. If the New Zealand dollar strengthens, the importer must still honour the
contract even if it is less favourable than the current exchange rate.
57
The importer can get around this problem by purchasing a

currency option, which is like insurance.
As with insurance, an option requires payment of a premium,
which can be relatively expensive. The option will protect
the importer from downward movements in the value of the
New Zealand dollar, but allow the importer to benefit from
favourable movements in the New Zealand dollar.
TIP
Often using a combination of hedging products will
provide the best protection over movements in foreign
currency.
So if the New Zealand dollar increases in value, the
importer can abandon the option. If the New Zealand dollar
diminishes in value, the importer can rely on the rate in the
option. The maximum cost to the importer is the premium.
Seek advice from your bank or accountant on which
method of hedging will best suit your business needs.
Alternative methods to manage foreign

currency payments
Foreign currency bank accounts/facilities
If your business has both cash inflows and cash outflows,
you can match these currency exposures. The cash flows
do not need to match precisely in terms of timing. With
the perfect hedge inflows are received at the same time
as outflows are expected. However, this is rarely the case.
Where the timing of the inflows and outflows doesnt match,
timing issues can be managed by depositing surplus foreign
currency in a foreign currency bank account for later use, or
by borrowing now to pay for foreign currency purchases, and
then using the foreign currency receipts to repay the loan.
HINT
Foreign currency payments can also be managed by
implementing alternative payment methods.
Negotiating to pay/receive in New Zealand

dollars
This means the supplier/customer manages the foreign
exchange risk. Be careful in this situation, as the supplier
may increase the cost to cover the possibility that the
currency may move against them, or the customer may
expect a reduced selling price to cover their risk.
Goods paid for at the time the agreement is

made
This means the goods will be paid for at the foreign
currency rate at the time of order; however, it also means
58
you will have to fund the goods for a longer period of time
while waiting for the goods to arrive, and the exchange rate
may be more favourable to you at a later date.
TIP
Speak to your banker to determine the best option to
manage your international trade payments.

Letter of credit (L/C)
A letter of credit is a guarantee by the bank that payment
will be made. This helps exporters, as they are guaranteed
payment from the date the L/C is entered into. This type of
finance also locks in the protection defined in the export/
import documentation, certifying to the importer that the
goods received will be in accordance with the terms and
conditions set out in the L/C documentation.
HINT
Trading internationally can place a real strain on cash
flow. If you can negotiate with your supplier or customer
to use trade finance products, you can free up cash flow
to use in other parts of the business.
A number of fees are attached to L/C facilities. These could
include:
establishment fees
documentary fees
presentation fees
dishonour fees.
Documentary collection
Documentary collection differs from an L/C in that there
is no guarantee of payment provided by the bank.
Essentially, this facility is used to minimise the risk of
inaccurate documents that can impact on the delivery
of goods and hence payment. Also, this facility ensures
goods are shipped and payment will not be released until
documents are confirmed. A deposit to secure the facility
is not required, and it is often a cheaper alternative to an
L/C. For international trade transactions, the use of either of
these facilities will be a matter of negotiation with your trade
partner and bank.
TIP
The most favourable method of payment for exporters
is prepayment and for importers, open account (paying
upon receipt of the goods).
Managing lenders
Banks and other lenders are generally very good at providing assistance when you are
looking for finance. However, you should remember that many have not run, or been
involved in, a small business. While they may have some industry knowledge, they are
not business owners. So if you are seeking debt finance for your business, you need to
educate a potential lender about your business and industry, in order to help them make
a decision about whether to lend to you (and to help you decide whether you want to
borrow from them).
If you take the time to discuss the key drivers of your business how sales are generated
and how you manage your business on a day-to-day basis your banker or alternative
lender will be far better placed to meet your needs and to act as an advocate on your behalf
when you are applying for loans and other services offered.
Do shop around. You are trying to find a lender that meets your needs. By developing a solid
relationship with your lender, you will benefit from the support they will provide your business.
Lenders and bankers can be great sounding boards for new business ideas, and provide
insight into what is happening in your industry, as they will most likely have other customers
that service your industry or area.

The key to a successful loan application is not only in the presentation of the information,
but also in the provision of information. Lenders are analytical by nature. By providing all the
relevant information in your application, you ensure the lender will have something tangible to
review and pass on to the credit manager and other key decision-makers. In most cases, the
loan officer processes the application and makes recommendations to the credit manager
and/or loan committee. By providing all the relevant information to your loan officer, you
ensure he or she will have everything required to present and support your loan application.
HINT
If you follow the guidelines as detailed in this section, you will be better prepared, better
informed and therefore more confident in your approach to potential financiers.

The objective of preparing the loan application is to show the lender that providing you
with a business loan is a sound proposition. One of the most important aspects of your
loan application is to demonstrate to the lender that you can organise your thoughts and
ideas in writing and can support them with financial information. If you have used an adviser
or accountant to prepare your financial information, make sure you understand it before
meeting with the lender.
To increase your chances of success, your loan application package should be easy to
review. An example of how to collate your information is detailed below.
Many people
in business
overestimate how
much a bank
knows about
their business
or industry, and
because of past
actions by some
banks, they also
can feel somewhat
intimidated.
However, if you
take the time to
educate your
banker, they can
be an asset to your
business.
The preparation
and presentation of
a loan application
is critical to the
success of the
application.
By spending
appropriate time on
these, you ensure
the application
indicates to
the financier
that you run a
well-organised
business.
59
Sample loan application
1. Summary of application information (often called an executive summary)

2. Short written information on:
a. Company history
b. Industry information
c. Ownership details.
3. Details of the loan required
4. Forecast financial information
5. Forecast assumptions, including any independent information to support assumptions and any
alternative plans that can be implemented if events do not go according to plan (refer to chapter 3)
6. Details of any sensitivity outcomes and/or comments on financial ratio analysis of forecasts and
budgets (refer to chapter 2)
7. Personal information
8. Historical financial information
9. Lenders loan application forms
10. Other information review lenders checklist (can include certificates of insurances etc.)
Details of the loan required
replacing existing equity with debt
The potential lender will need to review why you are

applying for a loan. You will have identified the amount of
the loan when preparing your cash flow forecasts, and
now you need to provide a detailed description of the loan
required. The application should contain all the information
on the funding required and should include the following
information:
succession planning to provide an exit strategy for family

members
acquisition of another business or part of a business
research and development or commercialisation stage
expanding distribution or developing new markets.
purpose of the loan
Example of statement of purpose
amount of the loan
As a result of a new sales agreement with XYZ, our

business will require an increase in stock purchases to
fulfil the contract requirements. The funding will support
this business growth through the purchase of additional
stock. This contract will increase annual revenue by a
minimum of 20 per cent.
duration of the loan

how the loan will be serviced
what security is available to support the loan.
Each of these points is discussed in more detail below.
Purpose of the loan

A detailed description of why the loan is required should
be included in the application. Although this sounds like
an obvious inclusion, the purpose is very important to a
potential lender. Most lenders will not be willing to provide a
loan to assist in funding operating losses or the purchase of
luxury assets for the business owner. The purpose should
be set out simply and clearly. This may include:
funding capital expenditure such as plant, equipment,
vehicles, property and improvements
increasing working capital or supporting increased stock
holding as a result of growth
60
If the loan is to be used to purchase an asset (such as

equipment or property), or for a contracted service, then
provide the lender with all the important documentation that
you have collected relating to the purchase. The important
documents should include any agreement or contract to be
signed, quotations for the asset or service, and any specific
requirements for the installation of the asset or provision of
the service.
It is imperative to link the purpose of the loan to the overall
business benefits that will be achieved as a result of the
additional funding. It is also important at this point to state
when the funds will be required. We often underestimate
how long it will take the bank or lender to process the loan
application, and this can have an adverse effect on the

business if the funds are not available when required. Make
sure you submit your application with plenty of time for the
assessment to take place.
assessment of an adequate buffer amount. Discuss this

with the lender, as they may be able to assist in determining
the level of contingency required.
Amount of the loan
Through your planning, it will become obvious how long

you will need the funds for. A cash flow forecast shows the
movement of cash in and out of the business, and indicates
when the business will be in a position to repay the funds.
Another important factor in determining the term of the loan
is the type of loan you seek. Some types of debt finance
have a maximum term available. For example, where funds
are required to purchase an asset, a lease may be the most
appropriate debt product, and the lease company may
provide lease funds over a maximum of five years. So again,
the cash flow forecast will assist in determining what types
of finance products you are able to consider.
The amount of funds required will be determined from

your planning. Whether you are starting up a business,
or funding an existing business, the planning stage will
be the same. In a start-up scenario, the planning will be
undertaken as part of the initial business planning process.
For an existing business, a new business plan should also
be undertaken. It is good financial practice to revisit your
business plan when key elements of the business change.
In order to determine the total amount of funds required,
you will need to prepare a cash flow forecast as if the
loan has been successful. This forecast should cover the
expected duration of the loan. (All of these details were
covered in chapter 6.)
It is important to remember that you will have to pay a
number of costs when the lender provides the loan. Some
of these costs must be paid at the time the loan is made
available; other costs will be incurred over the period of the
loan. Make sure these costs are included in your cash flow
forecast to ensure you will have adequate funds to cover
allcosts.
Upfront costs can include:
establishment fee
guarantee fee
legal fees
Term of the loan
Servicing the loan

The most important element of the funding application is
to show the lender that the business has sufficient cash
flow to make the regular loan repayments, including all
the associated costs of the loan, over the life of the loan,
and ultimately to repay the loan. This will entail having a
good understanding of your financial statements, most
importantly the cash flow forecast.
You must be in a position to make a strong case to the
lender on how the forecast cash flow will adequately
support the repayment obligations of the loan within the
allocated time frame. Reviewing the financial ratios on
your forecasted profit and loss and balance sheets will
also provide information on the expected profitability and
financial health of your future business operations.
valuation fees.
Security for the loan
Ongoing fees can include:
For most types of loans, lenders will require security

(also known as collateral) over the loan. As part of your
preparation, make sure you identify what security you are
prepared to offer a lender. Appropriate security provides
the lender with some comfort that in the event the business
is not able to repay the loan funds borrowed, they can
liquidate the security items to repay the outstanding funds.
half-yearly loan charges

interest (can be charged monthly, semi-annually or
annually)
transaction fees (charged every time the loan funds are
accessed)
default fees.
When determining the amount of funds to apply for, in
addition to including the costs associated with the loan
funds you should consider including a buffer amount. This
is an amount above what your plan shows as the minimum
required to finance your activities. Generally speaking, it
is not possible to forecast all events. A buffer will allow for
any unexpected expenses or lower than expected income
over the period of the loan. You will need to make an
For a successful loan application, it is important that the

security offered matches both the type of loan and the
lenders perception of the risk associated with the loan
application. For example, where the loan is for a medium
term of three years, stock or customer receivables will not
be acceptable as they are short-term assets. The lender
will be looking for security that has value that exceeds the
duration of the loan. So more appropriate security would be
equipment or property that has a valuation in excess of the
loan over a lifespan of more than three years.
61
It is recommended that you identify and provide details

to the lender of the security available, as part of your
loan application. This way, you will be able to present
your preferred security before the lender nominates their
preferred security.
Forecast financial information

A lender will pay particular attention to the budgets and
forecasts, as these will show how your business will operate
during the period of the loan. It is therefore important to
know how to prepare these forecasts in line with your
lenders expectations. By preparing both a cash flow
forecast and profit and loss budget, you will have sufficient
information to prepare a balance sheet budget. Remember,
a balance sheet is financial information at a point in time;
therefore, it has less importance to a potential lender when
they are reviewing forecasts, because they are using the
forecast information as a guide to the continuing operations
of the business.
Cash flow forecast

A cash flow forecast is probably the most important
information for the lender. It will provide the necessary detail
to a potential financier on the cash available to pay back the
loan. (Refer to chapter 6 for information on how to prepare
a cash flow forecast.)

A profit and loss budget will indicate to the potential lender
whether the new business plan is profitable. (Refer to
chapter 3 for how to prepare a profit and loss budget.)
Personal information
Although lenders are in the business of lending funds to
business, they like to make sure that the funds will be
repaid. One of the most important indicators for them will
be your own personal spending habits, which will show
them how you manage your own finances, and will be
particularly important when the business loan application is
for a business start-up, where a history of business patterns
has not yet been established.
When you are applying for loan funds, it is most likely
the lender will undertake a personal credit check;
62
the authorisation to do so is usually included on your

application form. A clear report will mean you have not, in
the past, defaulted on any payment obligations and this will
impact positively on your business application. Therefore,
maintaining a good personal credit rating will help. A history
of having paid your credit cards and personal loans on time
will contribute to a lenders confidence that you will continue
to meet your debt obligations.
The types of personal information the lender will be looking
for can include:
personal assets purchase price and date, independent
valuation if available, ownership documents (such as
mortgage or leasing agreements) and, for any policies,
the most recent policy statements
tax returns you may be required to supply supporting
documentation to the tax schedules, such as proof of
income from investments
personal bank details all statements issued from the
bank or financial institution. For bank loans, include the
original loan agreement as well as the statements.
To gain an understanding of your personal position, the
lender will usually require the key information from the past
three years. This is to ensure any unusual circumstances
are averaged over the period. The checklists below can
be used to prepare all the relevant personal information
required for the loan application.
Income details
Type of income:
Gross monthly amount
Taxable:
Non-taxable:
Full value of rental income:
Financial position
Value
Balance / Limit
Monthly payment
Financier
Assets and liabilities

House
Investment property(s)
Vehicle(s)
Household contents
Investments
Savings
Personal loan(s)
Credit card(s)
Store card(s)
Superannuation
(present value)
Other
Total
Net worth*
* Calculated as the total value of assets less the total of the balance/limit column
63
Historical business information

For existing businesses, the lender will want to review
historical financial information. Typically, where it is available,
they will want at least three years business records to
give an indication of the business operations. The financial
information they require will be the statements outlined in
chapter 1 balance sheet, profit and loss statement, and
cash flow statements. Ideally, this information should be
prepared and/or reviewed by an accountant. This will give
comfort to the lender that all the information contained in
the statements is accurate, complete and correct.
In addition to the financial statements, the lender will most
likely also want to check the historical operating data of
the business. This will provide an overview of the way the
business is managed and some insight into the character
of the owner(s). Such information may include (but is not
limited to):
annual tax returns, including assessment notices
received from the IRD
current accounts receivable and payable schedules
(debtors and creditors lists)
bank statements for all bank accounts and loans for the
past three years
details of any current or previous bank or other loans,
including all loan agreements and statements
details of any other types of financings such as leasing or
hire purchase
previous bank relationships
key customer relationships.
64
Use the following checklist to help prepare the historical

information:
Current accounts receivable schedules
All loan or other financing documents (include proof

of repayments etc.)
Previous bank or other financial institution

relationships
Key customer details annual sales, credit terms,

payment history
Any other relevant historical financial company

information
Balance sheet past three years

Profit and loss statement past three years
Cash flow statement past three years
Company tax returns past three years
Payroll statements past four returns
All bank statements past three years
Current accounts payable schedules
This checklist can also be used when preparing for the

annual review by your current lender.
TIP
The more information you present to the lender about
your industry, the company, key management and your
marketing plan, the easier their job becomes to review
and support the loan application. Loan officers agree
that a complete, well-prepared loan application will go to
the top of the pile.
Presentation of the loan application
The role of advisers
The most important assets of a small business are the

experience of the owners, the potential value of prospective
customers and other non-financial items. It is for this reason
that the meeting with the lender will be as important as
the package presented. The lender will be looking at your
confidence, management style and capacity to understand
financial and other risks associated with your business. It
is extremely important that you meet personally with the
lender. In doing so, you will be able to present yourself,
your business and your financial needs in a manner that
will convey a message of confidence and capability to
the lender. This may well be the first step in developing
an ongoing relationship that will foster the growth of your
business in the future.
Accountants and business advisers can assist in preparing

a loan application. They will be well versed in translating
your future ideas into financial forecasts. They will also be
able to assist you in your meeting preparation, as they will
be able to emphasise the potential areas the lender will
focus on. You may even want to practise your presentation
with them. However, it is important to remember that the
lender will be looking at your ability to manage the future
growth of your business, so you must ensure you fully
understand the information you present.
HINT
Make sure you understand all the financial information
that has been prepared and is being presented.
To ensure your meeting is successful, determine the
expectations of the lender before you meet with him or her.
This can be done by looking at the website of the financial
institution or by contacting the institution and asking for a
checklist of the information that will be required.
In addition to the loan application package, be prepared
to discuss certain aspects of your business, competitors
and industry. Be prepared for the lender to look at relevant
financial ratios. Make sure these ratios on your forecasts are
within acceptable levels and that you understand what the
ratios mean. Furthermore, a good presentation will include
discussion on the sensitivity of the ability to repay the loan.
This means you know where the risks in the forecast may
be and have thought about potential fallback plans in the
event the activities dont go according to the plan.
The finale
If your loan application is denied, find out as much as you
can about why it was not successful. This will assist you in
any future loan applications you may consider.
Above all, remember that the lender is in the business of
providing loans, and therefore will be looking for future
business. Often loan applications will fail not because the
business is too high a risk, but because the loan application
was poorly prepared, indicating a lack of dedication and/or
understanding, which sends immediate warning signals to
the lender.
For more information on applying for a loan for your
business, visit the respective web sites of potential lenders.
TIP
When applying for a loan, always meet your banker in
person to discuss the application.
Be confident when you present your loan application.

Dress for success. If you have forgotten something, dont
get flustered. Explain to the lender that you have forgotten
the item and that you will deliver it later that day or the
following day. The same goes for any additional information
that the lender may request that you have not included in
yourapplication.
65
Often small
businesses have
the same banking
facilities years on
from when they
started. A review
of existing facilities
may highlight that
the current facilities
and structure need
to be changed to
meet the change
in business
operations.

For many small businesses, the initial financing arrangements implemented at start-up are
still in place many years later. For example, a business starts off with a simple overdraft
facility and arranges for several modest increases in the facility without considering the cost
benefit of the facility or the suitability of the debt arrangements to its needs.
Small business owners are encouraged to review existing debt finance arrangements
regularly to ensure the finance facility and structure fit the current needs of the business. You
may find there is a strong business case for refinancing the business. This process should
not be undertaken lightly, as there are many pitfalls in changing lenders, all of which should
be considered as part of your review.
Refinancing your debt finance may involve:
changing lending institutions (but retaining the same debt products)
funding the business from different debt products (with the same or a different lender)
combining debt into a single facility or product
increasing or decreasing the total amount of the borrowing as part of the refinancing
changing the repayment amount or timing
increasing or decreasing the security offered to the lender(s).
HINT
Refinancing can involve a number of alternatives. To achieve the best outcome, ensure
you understand all the alternatives before committing to a new lender.

Refinancing involves taking out a new debt facility in order to use the new funds to pay out
your old debt facility. This is all done by the new lender. If the refinancing involves an increase
in debt, then additional funds would be available to draw on.
The key reasons why you choose to refinance may include:
gaining a better interest rate from a different lender or from a different mix of debt
products
switching to fixed rates or back to variable rates
gaining more flexible features in a facility to meet your business needs
increasing your overall borrowing with a new debt facility
changing the financial cash flow commitment required to fund debt (for example, fully
drawn advance to an overdraft)
consolidating debts to minimise and simplify repayments
releasing security over personal/specific assets as the business reaches a level of
continued profitability.
HINT
Make a list of the reasons why you might consider refinancing your loan to compare
against the loan offer you receive.
66
Many benefits may be gained from refinancing. Some of

these are outlined below.
When considering refinancing, make certain you understand

all the implications before changing your facilities.
HINT
HINT
After carefully undertaking a costbenefit evaluation

of refinancing, you may find it brings a range of new
opportunities to your business.
Ensure you have undertaken sufficient review of your

circumstances prior to making any commitments
on refinancing, as there are many pitfalls that may
undermine any perceived benefit.
A new perspective based on your current

position and not the past
You may find that a fresh start with a new lender does
not carry any of the long-term pre-conceptions that your
previous lender may have been influenced by. These may
have included a poor trading period in earlier years or a
particular experience they had with another customer in
your industry, which influenced their lending decisionmaking against your interests.
Access to increase in debt finance

Refinancing may also result in increasing the finance
available for business growth. You should ensure that, in
taking on additional debt, you can still service the higher
debt commitment and that these funds are utilised to
achieve a higher return for the business.
Consolidation of debt funding cash flow

savings
There is often an opportunity to combine a number of
ad-hoc debt finance arrangements into a single product to
simplify repayments and potentially to reduce your monthly
cash flow repayment commitment.
Restructuring security offering

Refinancing may also provide the opportunity for a change
in the security being offered to the new lender. You may find
that, over time, the value of security offered to the existing
lender has increased at a far greater rate than the level of
borrowing. When you negotiate your refinancing, review
what is a reasonable offer of security assets.
What is the cost of paying out your existing debt

facility?
Your existing facility may have an early repayment penalty
clause, which could outweigh any future interest savings.
Other exit fees may include discharge of mortgage costs if
property is involved as security. Deferred establishment fees
may apply.
What will be the ingoing costs of the new finance

facility?
Changing to a new lender (as opposed to a new product
with the same lender) will require additional costs such as
application, documentation, valuation (to value your security
assets), mortgage fees and settlement fees. If your new
lender is keen to get your business, you may be able to
negotiate a waiver of some of the banks internal costs as
part of the package.
Impact of security assets used to support

multiple borrowings
When you are refinancing, you need to be aware of how
your existing financing is linked to your security assets.
For example, your existing bank may provide an overdraft
facility, using security over your residential property, as
well as an EFTPOS/credit card facility and access to an
automated payroll system to transfer funds into employee
bank accounts. If you change your debt facilities to a lender
that does not have retail facilities such as EFTPOS and
credit card processing, you may find you need additional
security to guarantee these facilities.
HINT
Change in valuation of your security
Refinancing a strong, healthy business may create

an opportunity to separate your personal assets from
security offered if the value of the business assets (such
as commercial land and building, debtors and fixed
assets) is sufficient to cover the borrowing.
Before you commit to a change of lender or product you

need to ensure you have in place a firm letter of offer and
not one that is subject to satisfactory valuation or a thirdparty validation (such as a mortgage insurer) on the security
required. Different lenders can come back with lower or
higher valuations of your property, depending on the value
used or the current market conditions.
67
Impact of leaving a long-term banking

relationship
You need to assess the strength of your long-term
relationship with your current lender. Do you have some
intangible benefits now, because the current lender knows
your banking and business history, that you may not be
afforded in a new relationship?
How to switch banks

A good banking relationship is crucial to your business
operation and, in many cases, the financial survival of your
business. Banks are vital to the financing of your business
operation, and a good relationship with your bank can help
you negotiate better terms for your banking needs. Even if you
are satisfied with the service quality of your bank, you should
still meet with your bank at least once a year to discuss your
banking requirements and areas of improvements in products
and services that your business could use.
If you are not happy with the service of your bank, you
should review your bank accounts and facilities. What you
should not do is move to another bank without comparing

the services provided by your current bank(s) with those of
the new provider.
Many businesses split their banking between two or more
financial institutions to have more control over their financial
arrangements. These businesses usually have one main
bank provider who does most of their banking transactions.
If you are dissatisfied with the pricing or service levels of
your main provider, you should compare its offer with those
of other banks.
TIP
Make a list of all these points and note the pros
and cons for each point to help assess whether to
refinance.
Banking review
You can use the following checklist to help you review your
bank accounts and facilities:
Create a list of all

bank accounts in your
company.
You should include what the account is used for; bank account details such as branch, account number,
account name; and any special arrangements with each account such as set-off arrangements. All social
accounts, old companies, branch accounts, petty cash accounts and special-purpose accounts should be
included. This information can be obtained from your bank statements or by asking your bank(s). You may be
surprised at the number of accounts you have.
Obtain a letter of
facilities.
Request a letter of facilities from all the banks you deal with. The aim is to build a complete picture of all your
banking arrangements with your financial institutions. Ask your banks to ensure all facilities are covered in the
letter, including:
credit or purchasing cards
merchant facilities
trade facilities
lease facilities
any information on loans that the bank provides
letter of credit
internet banking
cheque cashing.
Select your top three

preferred banks.
How you select your top three preferred banks can be based on many criteria, such as the bank you have the
most transactions with, the quality of their service, friendly staff, convenience or pricing sensitivity. Knowing
the existing or likely account manager (and having a favourable impression) is often a good reason to include a
bank in your list.
Meet with your current

bank.
Once you have collected the required information, you are ready to meet your bank. The aim here is to give
your existing bank first chance of improving the price and/or service or any other criteria you have noted in
step 2.
When the bank has all your information, ask your banker what will be the best package and fees available to
you. Usually, a bank will give you its best rates when you agree to do all transactional banking arrangements
through them.
68
Review your current

banks offer.
The areas you should be reviewing are loan fees, interest margins, merchant facilities and cash handling, if you
are in a retail business or organisation. However, this will vary according to your business.
If your current bank offers you improved pricing and service levels, you may wish to stay with them and stop
the review process. We recommend you then ask your bank to detail a letter of agreement including the
renegotiated fees, charges and service levels offered. If possible, negotiate for these revised terms to apply
for one to three years. If your bank does not offer a better deal in pricing, you should find out why and what is
missing from the picture.
Meet with alternative

banks on your list.
If you are not happy with your current banks offer, make an appointment with the next bank on your preferred
bank list. If you disclose your current pricing, the second bank may offer you a deal that is only slightly better
than that of your current bank. Given the cost and resources required to move to a new bank, it is generally
not advisable to change banks unless the new bank offers substantially better pricing, product or service.
You should consider the following factors before you

change banks:
Will your business incur additional costs as a result
of switching banks (for example, costs in notifying
customers and suppliers, and changing deposit and
chequebooks)?
Is the new banks service level good? You may be able to
find out by talking to some of their customers. You may
have customers or suppliers who have an account with
the new bank.
Give preference to the bank that allows you to meet with
bank staff other than your account manager. This should
include the bank manager and perhaps even the regional
manager. Often, staff change regularly within banks, so
it is preferable that more than one staff member of the
chosen bank has an understanding of your business and
the banking relationship.
69
Good relationships
with your bankers
will ensure they
understand your
business and are in
the best possible
position to provide
advice and support
when needed.
Chapter 12: Managing your banking relationships

Annual review
Once you have arranged a business loan or other finance through a bank for the first time,
you may believe the process of providing information and being interviewed by the bank is
over. This is not so. When they have provided finance, banks may also carry out an annual
review. This usually happens either when your annual accounts are available or on the
anniversary of the borrowing.
Annual reviews should be taken seriously because banks always have the power to cancel a
loan they have granted. The review results in a submission to the banks administration, with
the manager recommending continuance or withdrawal of the loan. Although a review of
this kind may appear daunting, there is nothing to worry about if your business is performing
well, and it may even result in an offer of further finance. If the business has been successful,
the bank may also be willing to reduce its costs, but most likely only if you ask.
HINT
Being well prepared for the annual review will show the bank you understand their
requirements and indicate good management practices.
If your business has not been performing well, and you have not previously advised the
bank, you should be candid about the position.
TIP
At annual review time the bank is likely to require up-to-date financials and all other
relevant information that summarises the past 12 months of your business operations.
Banking is essentially a hands-on activity. A good bank manager keeps a watchful eye on
the businesses under his or her control, both evaluating the risks involved and looking for
new business opportunities.
There are advantages in this for a business that is well run. As well as maintaining an
overview that is designed to protect the bank, the bank manager is also a salesperson with
sales targets. A business that is clearly performing well can therefore expect to be able to
obtain increased bank assistance to match any growth in requirements.
HINT
Keeping your bank well informed of your business activities and performance will ensure
they are ready to respond to any request you may have.
For the relationship with the bank to develop well, there is one requirement that must be
observed: you must be candid and keep the bank properly informed. Avoid any temptation
to tell the good side and leave the bad side unmentioned. Any downward turn in events
should be discussed with the bank manager as soon as it is known, not when the overdraft
limit is exceeded or loan repayments are late. Remember, while the bank is providing
facilities, they are effectively in partnership with your business.
One of the advantages of a well-developed banking relationship is that the experienced bank
manager can assume some of the role of an unpaid financial adviser. Bank managers have
experience with many types of businesses and, since they are not closely involved, can give
impartial advice.
70
TIP
Bank managers are often working with other businesses
in similar industries and can be a source of useful
information for your business.
Bank loans usually have conditions of default, with the bank
being able to demand payment if one or more conditions
are breached. Also, overdrafts are at call, and the bank can
ask for repayment on demand.
HINT
If your business is having problems, such as difficulty
keeping up repayments, discuss them with the bank
immediately so they can work with you to find a solution.
Before a bank decides to call in a loan, there will normally
have been discussion and/or a letter expressing its
concerns. If the bank decides not to allow continuing
default or escalation in borrowings, it must provide written
advice that banking facilities have been withdrawn, in which
case it will ask that all monies be repaid immediately.
It is in your best interest to contact the bank immediately if

your business is facing difficulties, as there may be several
ways the bank can help you. They may:
agree to change your borrowing arrangements to make
repayment easier
discuss with you, and if you wish, your accountant or
advisers, your plans for improving cash flow and profits
recommend you discuss your problem with your
accountant or put you in touch with independent
advisers, who can possibly assist with your business
problems.
TIP
Bank managers are more amenable to providing
any required assistance, such as a renegotiation of
repayments, if they are told about a deteriorating position
rather than having to find out about it themselves.
71
Better business financial

management
When you are
using financial
information to
make decisions,
it is important
that policies and
procedures are in
place to ensure
the information
is complete and
accurate and will
lead to the correct
decisions.
Financial controls
are policies and
procedures used
in your business to
protect your assets
and to support
good financial
reporting.
Financial management is not only about understanding the financial information in your
business and using this information to improve business operations, but also about
implementing the right policies and procedures to ensure that the financial information
you are using is accurate and that you can protect your investment in the business. For
complete financial management of your business, you need to consider implementing good
financialcontrols.

A financial control is a procedure implemented to detect and/or prevent errors, theft or fraud,
or policy non-compliance in a financial transaction process.
Financial control procedures can be implemented either by an individual or as part of an
automated process within a financial system.
Each financial control procedure is designed to fulfil at least one of the following eight criteria:
Completeness
All records and transactions are included in the reports of the business.
Accuracy
The right amounts are recorded in the correct accounts.
Authorisation
Approved authorisation levels are in place to cover such things as

approval, payments, data entry and computer access.
Validity
The invoice is for work performed or products received, and the business
has incurred the liability properly.
Existence
All assets and liabilities recorded in the books actually exist. Has a
purchase been recorded for goods or services that have not yet been
received? Is there correct documentation to support the item?
Handling errors
Procedures ensure that errors in the system have been identified and
corrected.
Segregation of duties
Certain functions are separated. For example, the person taking cash
receipts does not also do the banking.
Presentation and
disclosure
There is timely preparation of reports for compliance and/or review.

Financial control procedures ensure that all financial information is recorded and accurate.
Some of the benefits of implementing financial controls are:
Regular reporting will provide accurate financial information that can be used by those
responsible for the operations of the business. (For example, sales numbers can be
provided to sales representatives to monitor targets and budgets.)
The business can make informed decisions on budgets and spending.
Controls provide documentary proof for compliance requirements (such as GST
calculations).
Business standards are set and every person within the business is informed of these
standards through reporting.
HINT
If you are using inaccurate financial information for decision-making, you could be making
the wrong decisions.
72
Good financial control procedures will:

align objectives of the business
ensure reporting procedures and the activities carried out by the business are in line with the
businesss objectives
safeguard assets
ensure the businesss physical and monetary assets are protected from fraud, theft and
errors
prevent and detect fraud and error
ensure the systems quickly identify errors and fraud if and when they occur
encourage good management
allow the manager to receive timely and relevant information on performance against targets,
as well as key figures that can indicate variances from target
act against undesirable performance
authorise a formal method of dealing with fraud, dishonesty or incompetence when detected
reduce exposure to risks
minimise the chance of unexpected events
ensure proper financial reporting.
maintain accurate and complete reports, and minimise time lost correcting errors and
ensuring resources are correctly and efficiently allocated.
TIP
Good financial controls will protect your investment in your business and ensure the business runs more efficiently,
resources arent lost and there are fewer unpleasant surprises.
73

To manage the risk of a financial transaction processing failure, manual and/or automated control procedures should be
implemented at key stages of the process.
Some of the questions that can be asked are:
How well are the financial aspects of the business managed?
Are the business operations protecting the organisation against disasters, internal theft and unfavourable external audits?
How comprehensive are management practices?
Are the financial records truly accurate?
This checklist will help you review your businesss financial controls. A business with good financial management practices
would answer yes to most of the following questions:
General
YES/NO
Is a chart of accounts used?

Is it detailed enough to give adequate management information?
Is a double-entry bookkeeping system used?
Are journal entries used?
Are journal entries approved?
Do you use budgets and cash projections that are:
compared with actual results?
investigated if there are major discrepancies?
Do you understand the form and contents of the financial statements?
Are comparative financial statements produced and reviewed?
Are the books and records kept up to date and balanced?
Is financial information produced regularly?
Are reasonable due dates imposed for preparation of financial information?
Are storage facilities safe from fire and other risks?
Is insurance coverage regularly reviewed?
Is a records-retention schedule used?
Sales
YES/NO
Is there a policy for credit approval for customers?

Are credit files kept current?
Are credit checks on customers done regularly?
Are sales orders approved for price, terms, credit and account balance?
Are all sales orders recorded on pre-numbered forms and are all numbers accounted for?
Do you review the monthly debtors statements for outstanding balances?
Is the accounts receivable subsidiary ledger balanced monthly to control accounts?
Is an aging schedule of customers accounts prepared monthly?
Are write-offs and other adjustments to customer accounts approved?
HINT
Using the checklists will help you determine which financial controls are relevant for your business, and highlight the areas
where you can improve your financial controls.
74
Cash receipts
YES/NO
Do you or a responsible employee other than the bookkeeper or person who maintains accounts receivable:
open the mail and pre-list all cash receipts before turning them over to the bookkeeper?
stamp all cheques with restrictive endorsement for deposit only before turning them over to the bookkeeper?
compare daily pre-listing of cash receipts with the cash receipts journal and the duplicate deposit slip?
Are cash receipts deposited intact daily?
Are cash receipts posted promptly to appropriate journals?
Are cash sales controlled by cash registers or pre-numbered cash receipts forms?
Cash used (disbursements)
YES/NO
Are all disbursements, except for petty cash, made by cheque or internet payments?
Are cheques pre-numbered and all numbers accounted for?
Are all cheques recorded when issued?
Are all unused cheques safeguarded, with access limited?
Is a mechanical cheque protector used to inscribe amounts as a precaution against alteration?
Are voided cheques retained and destroyed?
Do you sign or view all cheques and internet payments?
If a signature plate is used, do you have sole control?
Are supporting documents for payments properly cancelled to avoid duplicate payment?
Are cheques payable to cash prohibited?
Are signed cheques mailed by someone other than the person who writes the cheques?
Are bank statements and cancelled cheques:
received directly by you?
reviewed by you before they are given to the bookkeeper?
Bank reconciliation statements
YES/NO
Are bank reconciliations prepared:

at least monthly for all accounts?
by someone other than the person authorised to sign cheques or use a signature plate?
Are bank reconciliations reviewed, and adjustments of the cash accounts approved, by a responsible person other
than the bookkeeper?
Petty cash
YES/NO
Are all disbursements from petty cash funds supported by approved vouchers?
Is there a predetermined maximum dollar limit on the amounts of individual petty cash disbursements?
Are petty cash funds on an imprest basis (that is, the total amount is set, e.g. $100; you can spend only what you
have; and its topped up only by the amount spent)?
Are petty cash funds:
kept in a safe place?
reasonable in amount, so the fund ordinarily requires reimbursement at least monthly?
controlled by one person?
periodically counted by someone other than the custodian?
75
Accounts payable
YES/NO
Are supplier invoices matched with applicable purchase orders and receiving reports?
Are all available discounts taken?
Is there written evidence that invoices have been properly processed before payment (e.g. stamped)?
Are there procedures that ensure any direct shipments to customers are properly billed to them?
Do you verify that the trial balance of accounts payable agrees with the general ledger control account?
Are expense reimbursement requests submitted properly and approved before payment?
Goods received
YES/NO
Are all materials inspected for condition and independently counted, measured or weighed when received?
Are receiving reports used and prepared promptly?
Are receiving reports subjected to the following:
pre-numbering and accounting for the sequence of all numbers?
copies promptly provided to those who perform the purchasing and accounts payable function?
controlled so that liability may be determined for materials received but not yet invoiced?
Employees
YES/NO
Are all employees job references checked?

Are individual personnel files maintained?
Do you have an individual employment contract for each employee?
Is access to personnel files limited to a person who is independent of the payroll or cash functions?
Are wages, salaries, commission and piece rates approved?
Is proper authorisation obtained for payroll deductions?
Are there adequate time records for employees paid by the hour?
Are salespeoples commission records reconciled with sales records?
If employees punch time clocks, are the clocks located so they may be watched by someone in authority?
Are time records for hourly employees approved by a foreperson or supervisor?
Are there appropriate controls in place to ensure the absence of any employee is noted?
Is the clerical accuracy of the payroll checked?
Are payroll registers reviewed by a responsible person?
If employees are paid in cash, is the cash requisition compared with the net payroll?
Is there control over unclaimed payroll cheques?
Do you cross-train staff in accounting functions?
Reviewing this checklist and taking appropriate action will ensure you have good financial controls in place for your business.
TIP
For all the questions in the checklist that have not been answered with yes, review those that are applicable to your
organisation. Then make an action plan that includes who will be responsible for implementing each policy and procedure,
and gives a due date for completion.
76
77
Implementing good financial practices in your business will provide sound financial information that can identify current issues and
be used to plan for the successful financial future of your business.
The diagram on page 10 shows how the balance sheet works.

The business requires assets to operate, and these assets will
be funded by funds from the equity in the business or the profit
from the operations of the business, or by borrowing money
from external parties.
A statement of cash flows shows only the historical data and

differs from a cash flow forecast.
Financial ratio analysis will provide the all-important warning signs that could allow you to solve your business problems before they
destroy your business.
Hint
Use current and quick ratios to assess if your business has

adequate cash to pay debts as they fall due.
Use these ratios to ensure your business has adequate longterm cash resources to cover all debt obligations.
Use gross and net margin calculations to measure the

profitability of your business operations.
Use the number of days for stock, debtors and creditors to

calculate the cash conversion rate for your trading activities.
Use the return on assets and investment ratios to assess the

efficiency of the use of your business resources.
Balance sheet
Statement of cash flow
Chapter 2: Assessing the financial

health of your business
Topic
Liquidity ratios
Solvency ratios
Management ratios
These ratios will provide an indication of how effective your

investment in the business is.
Comparing your management ratio calculations with other

businesses within the same industry will provide you with
comparative information that may highlight possible scope for
improvement in your trading activities.
Comparing your net and gross margin percentages with other

businesses within the same industry will provide you with useful
comparative information and may highlight possible scope for
improvement in your margins.
These ratios indicate the extent to which the business is able to

meet all debt obligations from all sources, not just cash flow (as
is the case with liquidity ratios).
The quick ratio will give you a good indication of the readily
available cash to meet current debt obligations.
Tip
Use the cash flow statement to analyse if you are spending

more than you are earning or drawing out too much cash from
the business.
A prosperous business will have assets funded by profits, rather

than being heavily reliant on funding from either external parties
(liabilities) or continual cash injections from the owner (equity).
Only those businesses that have goods (products) to sell will use Produce profit and loss information regularly (monthly) and
the calculation of cost of goods sold.
compare against the previous months activities to ensure your
profit expectations are being met.
Tip
Hint
Topic
Chapter 1: Understanding financial Financial statements provide information on how the business is operating financially and why. Ensuring that financial statements
statements
are produced regularly will provide financial information for continual improvement of business operations.
Appendix 1: Summary of hints and tips
78
By preparing a profit and loss budget annually, you will be in a

position to determine if your future business plans will support
the ongoing activities of your business.
All assumptions made during the planning process of preparing

budgets should be realistic and documented.
Assumptions
It is very easy for profitability to be eroded if you do not measure and monitor on a regular basis. Therefore it is important to
understand how to use the tools available to continually evaluate the profitability of your business.
Hint
Using the profitability measures provided will ensure you are

aware of any reduction in profit as it occurs and understand what
level of sales is needed for the business to generate a profit.
Consider offering your customers add on services as an

alternative to offering discounts.
Keeping a close eye on your expenses will ensure you maintain

the profitability of the business.
Topic
Discounting
Expense management
Hint
Setting up good stock control procedures will ensure cash is not

tied up in holding stock unnecessarily.
Setting up good management procedures will ensure you get

the most out of your suppliers.
Topic
Managing stock
Managing suppliers
See page 30 tips for improving supplier payment
See page 27 tips for improving stock control
Tip
Working capital is the short-term capital required by the business for day-to-day operations. This includes stock, work in
progress, payments to suppliers and receipts from customers. By working your cycle more efficiently, cash is more readily
available to use in other parts of the business.
Chapter 5: Increasing cash flow
Look for opportunities to join with other businesses for group

buying that can provide discounts on your expenses.
Always calculate the impact on profitability before offering

discounts.
Compare your profitability measures with businesses within

the same industry to ensure you are competitive and achieving
maximum profit potential.
Tip
Managing business finances means you need to take a practical approach to implementi new processes that allow you to monitor
the key aspects of your business: profitability and cash flow.
Regular review of budget against actual results will provide

information on whether your business is on track to achieve the
plans formulated when you first prepared your budget.
When documenting your assumptions, include both the risk

assessment of each assumption and the anticipated action
required to match the risk. That way, you will be well prepared,
and have an action plan already in place, when actual events do
not match your assumptions.
An independent profit and loss budget can be developed for

separate projects to assess the financial viability of each project.
Managing business finance
In a permanent variance, the expected event is not likely to

occur at all.
Monitoring and managing budgets In a timing variance, the estimated result did not occur but is
still expected to happen at some point in the future.
Hint
Topic
Tip
A budget is the future financial plan of the business. It is where the strategic plans are translated into financial numbers to ensure
these plans are viable.
79
Cash does not always equal profit!
Cash flow is the lifeblood of every business. A profitable

The importance of knowing what the key drivers of your cash
business can still suffer from shortages in cash, so it is important flow are should not be underestimated. In order to maintain
to understand what drives your cash flow.
adequate cash flow, these drivers should be a priority for your
business focus and be well managed.
Remember that cash flow is all about timing and the flow of
Once the forecast is completed, you can run some what if
cash, so when preparing your cash flow forecast, make sure you scenarios to measure how reactive your business cash flows will
are as accurate as possible on the timing of the cash flows.
be to certain changes in events, such as a decrease in sales or
increase in fuel costs. This will show you how quickly you may
run out of cash if any of these events occur.
Cash and profit
A key requirement to ensuring you choose the right funding is to fully understand the differences between debt and equity and to
consider the implications for your business.
Hint
To fully understand the implications of choosing debt, equity or

internal sources of finance to fund your business, ask yourself
what will happen if something goes wrong. The answers will
assist you in making the right choice.
Chapter 7: Debt, equity or internal

funds?
Topic
Comparing external sources of

debt finance, equity investment
and internal sources of finance
Generally, a business aims to maximise the use of debt finance

to fund its operations as long as the business can service the
level of debt and has sufficient security to support the funding.
The business owner would retain the benefits of ownership in
respect of growth and profitability of their business.
Tip
Financing your business is an important part of good financial management. Not only having access to finance but being able to
choose the most appropriate method of finance for your business will result in continued growth and profitability.
The timing of when cash is received is the most important issue

when managing cash flow.
Tip
Hint
Regularly calculate your cash conversion rate and implement

improvements to your working capital to free up idle cash
that is being used within the business. This will reduce
the requirement to borrow additional funds to support the
operations of the business, the reliance on funds from lenders,
and any interest expense incurred.
Topic
Calculate the cash conversion rate and compare this with the
standards within your industry. Using each of the tips in the
sections above, identify which areas of the cycle are problematic
and prepare an action plan to improve the cash conversion rate.
Working capital cycle cash

conversion rate
See page 33 tips for improving debtor collections
A business can be profitable but still have cash flow issues. It is important to implement procedures in your business that will
ensure cash flow is appropriately managed.
Ensure you have good procedures in place to encourage

promptpayment.
Managing debtors
See page 31 tips for improving work in progress
Chapter 6: Managing cash flow
The key to managing work in progress is a good recordkeepingsystem.
80
Transactional banking forms part of the overall financing of your business. The everyday banking requirements should be
considered carefully to ensure the payments in your business are efficient and effective.
Hint
Choosing the most appropriate transactional banking products

will assist in managing cash flow and improving profitability.
Merchant facilities provide a real benefit to your business cash

flow your customers do not necessarily need to have cash in
the bank to pay for your goods or services.
Regular review of your transactional banking services will

guarantee that you know how much you are paying for these
services and ensure you are using transactional services that
best suit your business.
International trade finance products are specifically designed to assist importers and exporters in managing risk and improving cash
flow for their business.
Hint
By hedging your international currency payments you will reduce Often, using a combination of hedging products will provide the
the risk of negative impact on profitability.
best protection over movements in foreign currency.
Foreign currency payments can also be managed by

implementing alternative payment methods.
When trading internationally, there can be a real strain on cash

For exporters, the most favourable method of receiving payment
flow. If you can negotiate with your supplier or customer to use
will be prepayment and for importers, open account (paying
trade finance products, then you can free up cash flow to use on upon receipt of the goods).
other parts of the business.
Chapter 8: Transactional banking

to suit your business needs
Topic
Transactional banking
Merchant facilities
Transactional fees
Chapter 9: Importing and

exporting finance
Topic
Alternative methods to manage

foreign currency payments
It is best to speak to your banker to determine the best

alternative to manage your international trade payments.
Tip
By allocating all bank fees to a separate account, you will

be able to clearly identify any increases in fees that could be
affecting your profitability.
By introducing merchant facilities, your business may benefit

from quicker payment, significant reduction in invoice queries
and credit control calls and, of course, improved cash flow.
Your banker can assist you in choosing the most appropriate

transactional banking products for your business.
Tip
Ensure the type of financing undertaken matches the reason for

seeking finance. A general rule of thumb is to match the term of
the loan with the length of the life of the asset you are funding.
It is important to review alternative finance products from

different lenders and ensure you are comparing apples
withapples.
Understanding debt financing

options
You may find that your ability to raise debt is improved with
equity investment.
In deciding whether or not to seek an equity party, you need to

consider both the financial and the non-financial outcomes.
Deciding between debt, equity

and using the cash resources of
the business
81
The preparation and presentation of a loan application is critical to the success of the application. If you spend appropriate time on
preparing the presentation, the application will provide a good indication to the lender that you run a well-organised business.
Hint
If you follow the guidelines as detailed in this chapter you will be

well prepared and better informed, hence more confident in your
approach to potential lenders.
Make sure that you understand all the financial information that
has been prepared and is being presented.
Topic
Presenting the loan application
Hint
Refinancing can involve various alternatives; to receive the best

outcome, ensure you understand all the alternatives before
committing to a new lender.
You may find that a careful costbenefit evaluation of refinancing

reveals a range of new opportunities to your business.
Ensure you have done a sufficient review of your circumstances

before making any commitments for refinancing, as there are
many pitfalls that may affect any perceived benefit.
Good relationships with your bankers will ensure they understand your business and are in the best possible position to provide
advice and support when needed.
Hint
Being well prepared for the annual review will show the bank
that you understand their requirements and indicate good
management practices.
Topic
Chapter 12: Managing banking

relationships
Topic
Annual review
At annual review time the bank is likely to require up-to-date

financials and all other relevant information that summarise the
past 12 months of your business operations.
Tip
Make a list of all the points on page 67 and note the pros and
cons of each point to help assess whether to refinance.
Refinancing a strong, healthy business may create an

opportunity to separate your personal assets from security
offered if the value of the business assets is sufficient to cover
the borrowing (for example, commercial land and building,
debtors, fixed assets).
Make a list of the reasons why you might consider refinancing

your loan to compare against the loan offer you receive.
Tip
Often small businesses have the same banking facilities years after they started. A review of existing facilities may highlight that the
current structure needs to be changed to meet changes in business operations.
When applying for a loan, always meet in person with your

banker to discuss the application.
The more information you present to the lender about your

industry, the company, key management and your marketing
plan, the easier it is for them to review and support the loan
application. Loan officers agree that a complete, well-prepared
loan application will go to the top of the pile.
Tip
Many people in business overestimate how much a banker knows about their business or industry, and because of past actions by
some banks they also can feel somewhat intimidated. However, if they take the time to educate their banker, the banker can be a
positive influence for their business.
Managing your lenders
82
When using financial information to make decisions, it is important that policies and procedures are in place to ensure the
information is complete and accurate and will lead to the correct decisions.
Financial controls are policies and procedures that are used in your business to protect your assets and support good financial reporting.
Hint
Inaccurate financial information can lead you to make the wrong

business decisions.
Using the checklist will help you determine which financial

controls are relevant for your business and highlight the areas
where you can improve your financial controls.
Better business financial

management
Topic
Of the questions in the checklist on pages 74 76 that

have been marked no, review which are applicable to
your organisation, develop a plan that includes who will be
responsible for implementing the policy and procedure, and
assign a due date for completion.
Good financial controls will protect your investment in your

business and will ensure the business runs more efficiently,
resources arent lost and there are fewer unpleasant surprises.
Tip
Bank managers are more amenable to providing any assistance

you may require, such as a renegotiation of repayments, if they
are told about a deteriorating position rather than having to find
out about it themselves.
If your business is having problems, such as difficulty keeping

up repayments, discuss with the bank immediately so they can
work with you to find a solution.
Bank managers are often working with other businesses in

similar industries and can be a source of useful information for
your business.
Keeping your bank well informed of your business activities and

performance. This may help ensure they are ready to respond to
any request you may have.
Appendix 2: Sources of further

information
Government agencies
New Zealand Government
Business.govt.nz
The New Zealand Government website provides information

on all New Zealand government departments and agencies.
Business.govt.nz is the New Zealand government business

website. The information and tools on the site are designed
specifically for small and medium-sized businesses, and the
people who advise and support them.
Business.govt.nz gives free access to a wide range of
resources. The site provides practical resources and links
to information to help business owners and managers start,
manage, grow or exit their businesses, and deal with dayto-day challenges.
Website: http://newzealand.govt.nz/
Department of Labour
The Department of Labours website provides information
on employment law, health and safety requirements, and
immigration.
Website: www.dol.govt.nz/
Inland Revenue
Business.govt.nz also covers a wide range of government

rules and regulations affecting businesses in New Zealand
and information on how businesses can meet their
compliance requirements.
Website: www.ird.govt.nz/
Website: www.business.govt.nz/
Staples Rodway is New Zealands leading independent

accounting firm. It has regional offices throughout New
Zealand and is an independent member of Baker Tilly
International, an association of accounting and consulting
firms with offices worldwide.
New Zealand Trade and Enterprise

New Zealand Trade and Enterprise is New Zealands
economic development agency. It works with industry
sectors and New Zealand businesses to promote New
Zealand business in export markets around the world.
Website: www.nzte.govt.nz
Other useful links

Staples Rodway
Website: www.staplesrodway.co.nz
Public holidays
www.dol.govt.nz/er/holidaysandleave/publicholidays/
publicholidaydates/index.asp
83
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Achieving Financial

About the guide

Business finance basics

Chapter 1: Understanding financial statements

Statement of cash flows

Chapter 2: Assessing your businesss financial health

Balance sheet ratios

Profit and loss budget

Chapter 5: Improving cash flow

Managing payments to suppliers

Managing work in progress

Working capital cycle cash conversion rate

Chapter 6: Managing cash flow

Cash and profit

Cash flow drivers in your business

Cash flow forecasting

Financing your business

Chapter 7: Debt, equity or internal funds?

Deciding between debt and equity

Understanding debt financing options long term vs short term

Chapter 8: Transactional banking to suit business needs

Chapter 9: Importing and exporting finance

Alternative methods to manage foreign currency payments

International trade finance

Chapter 10: Applying for a loan

Preparing a loan application

Details of the loan required

Presentation of the loan application

The role of advisers

Chapter 11: Refinancing your debt

How refinancing works

Common dangers in refinancing

How to switch banks

Chapter 12: Managing your banking relationships

Better business financial management

Foreign currency payments

Benefits of financial controls

Financial controls checklist

Appendix 1: Summary of hints and tips

Appendix 2: Sources of further information

Small business is often driven by a passion for achieving

Of course, for each business, some of the areas will not be

Business finance basics

Improving business finance

Financing your business

Better business financial management

The guide is designed to provide an overview only and does

If these practices are implemented early, your business will

Glossary of terms used in this guide

The basic recording of business

A period for which financial

Anything having a commercial value

The amount, in either units or dollar

A financial plan for a business

Assets that are likely to be turned

Liabilities that are required to be

The money owed to you by your

The write-off of a portion of a fixed

Assets of monetary value (they

The costs associated with earning

A method used to measure the

Capital expenditure The amount of money that is

Accounting for transactions as they